Texas Parks and Wildlife Department Purchasing and Contracting C-1

4200 Smith School Road Austin, Texas 78744

REQUEST FOR PROPOSALS

RFP No. 802-26-74009

Fixed-Wind Forward Looking Infrared (FLIR) Camera Survey for Wildlife Big Game Program

NIGP Class/Items: 905-10

RFP Issue Date: May 26, 2026 Questions Due: June 11, 2026; 2:00 PM CT

Proposal Due Date: June 25, 2026; 2:00 PM CT

Purchaser: Vanessa D Contreras CTCD CTCM 512.389.4722 Purchasing.bidbox@tpwd.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to this solicitation prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected contractor from “addenda or additional information” resulting in additional cost to meet the requirements of the RFP.

mailto:Purchasing.bidbox@tpwd.texas.gov

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Table of Contents

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. Introduction

2. Background

3. Solicitation Method and Intent

4. Contract Term

5. Qualifications and Experience

6. Scope of Work and Specifications

7. Contractor Requirements and responsibilities

8. Key Personnel Requirements

9. TPWD Responsibilites

10. Performance Measures

11. Adding New Products/Services to Contract After Award

12. Modifications of Contract Terms and/or Amendments

13. Insurance

14. VetHUB Subcontracting Plan

15. Travel

16. Contract Administration

17. Invoicing and Payment

SECTION II – PROPOSAL REQUIREMENTS

1. Schedule of Events

2. Inquiries

3. Proposal Content

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4. Proposal Submission

5. Delivery of Proposals

6. Evaluation and Award

SECTION III – GENERAL TERMS AND CONDITIONS

EXHIBIT A – EXECUTION OF PROPOSAL

EXHIBIT B – PRICE SCHEDULE

EXHIBIT C – COMPANY PROFILE

EXHIBIT D – KEY PERSONNEL

EXHIBIT E – EQUIPMENT LIST

EXHIBIT F – CERTIFICATES/LICENSES

EXHIBIT G – SAFETY RECORDS

EXHIBIT H – PAST PROJECTS WITH CORRESPONDING REFERENCES

EXHIBIT I – TECHNICAL PROPOSAL

EXHIBIT J – RESPONSE SUBMISSION CHECKLIST

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SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

1.1. Texas Parks and Wildlife Department (TPWD) is soliciting proposals to establish a blanket contract for an experienced provider to conduct Fixed-Wing Forward-Looking Infrared (FLIR) Camera Surveys to provide more accurate and precise desert big game population estimates. Species shall be inclusive of, but may not be limited to mule deer, pronghorn, bighorn sheep, and exotics such as aoudad and elk.

2. BACKGROUND

2.1. TPWD has historically utilized traditional low-level aerial surveys for desert big game population estimates. However, FLIR technology shows promise for improving the precision and speed of wildlife surveys. Compared to human observation, FLIR can increase ungulate detection rates by as much as 200%, greatly increasing the precision of statistical density estimators. Higher operating altitudes permit FLIR methods to cover large areas with fewer flight hours and provide a much safer flight profile.

Further, sympatric species can be simultaneously sampled with appropriate designs, potentially reducing flight requirements, costs, and associated risks to personnel. FLIR imagery, given sufficient resolution, may also permit simultaneous disease surveillance in large ungulates. Therefore, TPWD would like to conduct multiple FLIR surveys to effectively evaluate this methodology for big game population monitoring.

3. SOLICITATION METHOD AND INTENT

3.1. The Request for Proposal (RFP) solicitation method allows a qualified respondent to submit a written proposal addressing pricing, qualifications, experience, location, availability, approach and other factors that will be employed to ensure successful accomplishment of the requirements set forth herein. TPWD will review, compare and evaluate responses based on the criteria and weights identified in this RFP.

3.2. It is TPWD’s intent to award one (1) contract determined to be best value to complete services described herein. It is TPWD’s sole discretion to determine best value.

3.3. Response Period: Responses shall be binding for a period of sixty (60) business days from bid due date.

No other costs, rates, or fees shall be payable to the Successful Respondent unless expressly agreed upon in writing by TPWD

4. CONTRACT TERM

4.1. Initial Contract Term: The contract shall commence on date of Award and continue through August 31, 2028, unless sooner terminated under the terms of the contract.

4.2. Renewal Options: Contract may be renewed for up to three (3) additional one (1) year periods, provided both parties agree in writing to do so, based on funds availability and vendor performance. Any renewal shall be at the same terms and conditions, plus any approved changes. If the contract is renewed under this option, the Contractor shall be given written notification of the period in which the services shall occur.

4.3. Contract Extensions: In the event that contract, if any, resulting from the award of this RFP shall terminate, or be likely to terminate prior to the award for a new contract for the identified services herein, TPWD may, with the written consent of the awarded Contractor, extend the term of the contract for a period of time as may be necessary to permit TPWD continued supply of the identified services herein

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(not to exceed a twelve (12) month extension period). Any extensions shall be at the same terms and conditions, plus any approved changes.

4.4. Amendments: The contract may be amended in writing by mutual consent of the parties by the issuance of a contract amendment document. Any amendments shall be within the original scope of services outlined herein and may not substantially alter the original specifications herein.

4.5. Quantities: Quantities listed are projected order quantities. TPWD reserves the right to increase or decrease quantities prior to award depending on bid results and budget constraints. Unless this RFP states otherwise, the resulting contract does not guarantee a volume or commitment of funds. TPWD will only pay for actual services performed.

5. QUALIFICATIONS AND EXPERIENCE

5.1. Minimum Qualifications and Experience: Respondent and awarded Contractor shall meet the following minimum qualifications:

5.1.1. Shall be engaged in the business of conducting fixed-wing FLIR camera surveys for a minimum of two thousand (2,000) hours total time with one thousand (1,000) hours conducting wildlife surveys and two hundred (200) hours multi-engine time within the past five years.

5.1.2. Shall have been engaged in the business of providing the specified services for a minimum of five (5) years. Recent start-up businesses do not meet the requirements of this solicitation.

Note: A start up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history of expertise.

5.1.3. Shall provide safety record and references from other state and federal agencies, landowners, ranch managers, etc., in performing safe and effective FLIR surveys in high altitude and mountainous terrain aerial operations.

5.1.4. Shall have available the necessary qualified personnel, skills, qualifications, organization, equipment, and supplies required to fulfill all requirements under this RFP and any resulting contract. 5.1.5. Shall be in good financial standing. TPWD reserves the right to request a copy of the respondent’s audited or un-audited financial statement.

5.2. Supporting Documentation: Respondent shall complete and submit Exhibit C – Company Profile, Exhibit D- Key Personnel, Exhibit E – Equipment List, Exhibit H – Past Projects with Corresponding References, and Exhibit F – Certificates/Licenses with proposal to provide documentation to support the above qualifications. (Ref: Section II, Subsection 3.3.

6. SCOPE OF WORK AND SPECIFICATIONS

Contractor shall provide all labor, materials, equipment, supplies, and incidentals necessary to conduct fixed-wing FLIR camera surveys in accordance with the following specifications:

6.1. Aircraft Requirements: Vulcan Air P-68 Series survey configured aircraft, or TPWD approved equivalent, fully equipped as follows:

6.1.1. At a minimum, aircraft must be multi-engine with a minimum of two hundred horsepower (200 HP) per engine and be able to remain on mission for a minimum of six (6) hours without refueling.

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6.1.2. Aircraft shall be able to maintain level flight at eighty-seven (87) knots true air speed at an altitude minimum of one thousand five hundred feet (1,500 ft.) above ground level without reduction in efficiency or flight safety.

6.1.3. It is essential that fixed-wing aircraft utilized is capable for flying low-level surveys safely within ambient conditions of the local area (i.e., density altitude, terrain, wind, and turbulence).

6.1.4. An operable radio for Federal Aviation Administration (FAA) communications is required.

6.1.5. Intercom equipment in excellent working order shall be required to allow communications between the passengers and the pilot.

6.1.6. Aircraft provided under the contractor shall meet FAA regulations and standards stipulated in

FAR Part 135. https://www.faa.gov/licenses_certificates/airline_certification/135_certification

6.1.7. Contractor must provide maintenance records such as proof of one hundred (100) hour inspection reports, annual inspection records, or check ride certifications upon request.

6.1.8. Aircraft must have the ability to power FLIR camera survey equipment.

6.1.9. Aircraft is subject to inspection by TPWD personnel prior to award of any resulting contract from this RFP.

6.2. Pilot / Contractor Requirements: Respondents shall supply copies of requirements below on Exhibit F – Certificates / Licenses and must maintain valid certificates and licenses as required throughout the entire contract period.

6.2.1. Pilot must have a valid Federal Aviation Administration (FAA) Commercial Pilot License/Certification with current medical certificate and shall be a trained survey pilot with Instrumental Rating and minimum of two thousand (2,000) hours total time with one thousand (1,000) hours conducting wildlife surveys and two hundred (200) hours multi-engine time.

6.2.2. Pilots must have and provide documentation and references of extensive experience flying at night in remote locations and shall have supplemental specialty training specific to survey flights utilizing infrared imaging equipment.

6.2.3. System Operators must be trained wildlife professionals with post-secondary education in wildlife biology and habitat ecology, as well as documented experience in the use of infrared imaging systems for the aerial detection and classification of wildlife.

6.2.4. Must possess FAA Commuter or On Demand Operator Certificate, 14 CFR Part 135 Air Carrier and Operator Certification, and must adhere to all requirements set forth in this certificate.

6.3. Survey Requirements: Survey areas will be provided to Contractor geospatially to upload into survey equipment to conduct surveys. The FLIR survey consists of 50% to 100% coverage of the survey area, depending on the survey parameters for each area. Survey flights will be accomplished using line transects spaced ½ mile apart within each survey area.

6.3.1. Survey Equipment: Preference shall be given to services utilizing Teledyne FLIR imaging technology equal in capability and function to the FLIR 680 HDc.

A. At a minimum, survey systems shall be gryo-stabilized multi-spectral imaging systems that include a convectively cooled mid-wave (3 – 5 µM) 1080p high-definition IR https://www.faa.gov/licenses_certificates/airline_certification/135_certification

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Sensor, as well as a 1080p high-definition daylight (RGB) camera with multi-range zoom capability, and class 1 (eye safe) laser range finder. Range finder shall be up to thirty kilometers (30km).

B. Survey system shall be paired with a dedicated navigational computer offering map overlays that is capable of recorded video footage onto an external drive and provide geopositional accuracy to within ten meters (10m).

C. Survey system shall allow for collection of data for distance sampling estimates with is preferred population estimator.

6.3.2. Pronghorn: Count and classify pronghorn in three (3) herd units located in the Trans-Pecos region. Two (2) herd units will have GPS radio-collared female pronghorn (20 in each herd unit) within them for other ongoing research, but these marked pronghorn can be used for testing purposes. Herd unit locations and details as follows:

A. Hudspeth County: There are no radio-collared pronghorn in this area. The area is located approximately twenty (20) miles east of El Paso, TX. The herd area is over one hundred sixty thousand acres (160,000 ac.) in size. Survey coverage in this area will be fifty percent (50%).

B. The second herd is located approximately fifteen (15) miles northwest of Marfa, TX.

There will be approximately twenty (20) radio-collared pronghorn in this area. The herd area is one hundred twenty-two thousand four hundred sixty-three (122,463) acres in size. Survey coverage in this area will be fifty percent (50%), C. The third herd is located approximately five (5) miles east of Marathon, TX. There will be approximately twenty (20) radio-collared pronghorn in this area. The area is sixty-eight thousand five hundred (68,530) thirty acres in size. Survey coverage in this area will be fifty percent (50%).

6.3.3. Bighorn Sheep: Count and classify bighorn in two locations.

A. Elephant Mountain proper, which is located approximately thirty (30) miles south of Alpine, TX: This area is approximately eight thousand (8,000) acres in size. There are currently thirty (30) radio-collared bighorn sheep in this area. Survey coverage of this area will be one hundred percent. (100%).

B. Frankin Mountains, located on the north side of El Paso, TX: This area is approximately thirty thousand (30,000) acres in size. There are currently about 80 bighorn sheep inhabiting the Franklin Mountains survey area with almost all radio-collared. Survey coverage of this area will be one hundred percent (100%).

6.3.4. Mule Deer: Contractor shall count and classify mule deer in four (4) areas as specified below:

A. Mule Deer High and Medium Monitoring Units in the Trans-Pecos – This will be a test for using FLIR technology for future mule deer surveys and a great comparison against our traditional helicopter surveys. Every year a number of random transects of varied length are created within each mule deer monitoring unit to be flown for survey purposes.

The High Monitoring Unit is over 2 million acres in size; however, only about 30 transects of varied length from ten to fifteen (10–15) miles long will be flown during surveys within this area. Approximately 15 transects of varied length from fifteen to

RFP No. 802-26-74009 Page 8 of 50 twenty (15–20) miles long will be flown in the Medium Monitoring Unit. This unit is smaller in acreage than the High Monitoring Unit at about eight hundred thousand (800,000) acres. Transects in both areas can be flown out of Alpine, Fort Stockton, or Sanderson, Texas, depending on logistics. Surveys should estimate mule deer, white-tailed deer, elk, and aoudad on these transects and focus classifications on deer, especially during daylight hours. Also, differentiating between mule deer and white-tailed deer is essential and there is an abundance of both species within these areas.

B. Elephant Mountain proper, located approximately thirty (30) miles south of Alpine, TX:

This area is approximately eight thousand (8,000) acres in size. There are currently thirty (30) radio-collared Mule Deer in this area.

C. Franklin Mountain area, located on the north side of El Paso, TX: This area is approximately thirty thousand (30,000) acres in size.

D. Davis Mountains area is located approximately thirty five (35) miles north of Alpine, TX.

This area is approximately six hundred thousand (600,000) acres. Survey coverage for this area will be fifty percent (50%).

6.3.5. Aoudad and Elk: Contractor shall count and classify Aoudad and Elk in four (4) areas as specified below:

A. Elephant Mountain and Franklin Mountain bighorn survey areas as referenced in Section 6.3.3., Subsections A and B. Survey coverage for this area will be 50%.

B. Trans-Pecos Mule Deer Monitoring Units and Davis Mountain area as referenced in Section 6.3.4. Items A and D. Survey coverage for the Davis Mountain area will be 50%.

6.4. Data Deliverables: All detected groups and individuals of the six target species will be recorded with respect to species, geographic location, date, and time. Additionally, age and sex will be recorded if and when possible.

6.4.1 A final report package of collected data will be provided within fifteen (15) business days of the survey and shall include:

A. Detection locations of all groups or individuals (20-meter accuracy) of species referenced herein.

B. Time and date of detection.

C. KML and/or .shp file with flight track and all detection locations compatible with most GIS software.

D. Representative video clip of each detection.

E. Excel spreadsheet containing all data as requested by TPWD as follows:

(i) Number of each classification

(ii) Time and date of detection

(iii) Distance from transect

(iv) GPS location of plane and animal

7. CONTRACTOR REQUIREMENTS AND RESPONSIBILITIES

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7.1 Contractor agrees to conduct all its services under the awarded contract by and through appropriate communications with TPWD. No work or other services shall be undertaken by Contractor except with the prior written authorization by TPWD. Contractor understands and agrees that work or other service performed without prior written authorization from TPWD is work outside the scope of this contract and shall be performed exclusively at Contractor’s risk.

7.2. Contractor guarantees services and products offered will meet or exceed the written specifications identified in this solicitation.

7.3. Contractor shall provide service in accordance with requirements specified herein and the resulting contract and adhere to the TPWD Terms and Conditions.

7.4. Contractor shall provide all labor, materials, equipment, incidentals, and supervision necessary to meet requirements of the specified services throughout the term of the contract.

7.5. Contractor is responsible for all costs incurred in the performance of the contract.

7.6. Contractor shall follow relevant safety rules and conduct the work in a safe manner.

7.7. Contractor shall be solely responsible for any damage attributable to Contractor’s operation. Contractor, at their own expense, shall repair any such damage immediately. The repair work is subject to acceptance by TPWD.

7.8. There shall be no material or component substitutions without prior TPWD approval.

7.9. Contractor shall comply with all Federal Aviation Administration (FAA) rules and regulations with respect

*to aircraft inspections and safety maintenance as required in a certified FAA Air Taxi Operation.

7.10. Contractor must possess FAA Commuter or On Demand Operator. Reference Exhibit F –

Certificates/Licenses

8. KEY PERSONNEL REQUIREMENTS

8.1 Contractor shall provide a primary point of Contract Manager (CPM).

8.2. The CPM shall:

8.2.1. Be a permanent employee of the Contractor and serve as a constant primary point of contact for TPWD through acceptance.

8.2.2. Have primary responsibility for the day-to-day operation of the services in accordance with the requirements of the contract.

8.2.3. Have authority to issue, execute, grant, and provide any approvals, requests, notices and other communications required to advance the project.

8.2.4. Oversee all of the work performed.

8.2.5. Ensure all key personnel have and maintain all applicable current licenses, certifications, and permits necessary to perform assigned duties under this contract.

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8.2.6. Attend status meetings as required by TPWD, either in person or via remote web communications.

8.2.7. Meetings shall be scheduled as required by TPWD and/or the Contractor. The CPM and

Contractor personnel shall be available to provide information reports (including meeting notes), audits or other special reports as required by TPWD. Meetings will be held at a TPWD facility, at Contractor's facility, or via teleconference, at TPWD’s discretion.

9. TPWD RESPONSIBILITES

9.1. TPWD will designate a Project Manager(s) and a Contract Manager(s) upon contract award.

The instructions of the Project Manager and/or Project Manager’s. The TPWD Project Manager is to have free access to Contractor’s supplies, equipment, and work product at all times for inspection and audit.

9.2. TPWD will review and approve all project deliverables prior to acceptance.

9.3. TPWD will perform periodic field reviews, as needed.

9.4. TPWD will furnish no material, labor, equipment, or facilities unless otherwise provided for in this contract.

10. PERFORMANCE MEASURES

10.1. Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this RFP and shall not be relieved due to non-performance of any or all subcontractor(s). By submitting a proposal, the Respondent commits to providing the goods and services required in the RFP. The successful Respondent will be required to abide by TPWD policies, procedures, standards, and guidelines to the execution of this Contract.

10.2. TPWD will monitor vendor performance. Vendor performance will be reported in the Vendor

Performance Tracking System (VPTS). Failure to provide services and products in accordance with requirements specified herein and the resulting contract and adherence to the TPWD Terms and Conditions may be considered, by TPWD, as unsatisfactory performance by the Contractor. An unsatisfactory performance may result in a negative vendor performance report, cancellation of the contract, or both.

10.3. TPWD will measure and evaluate the Contractor’s and/or subcontractor’s performance under the contract. If the Contractor or subcontractor does not meet any standards for deliverables and/or performance incentives (if applicable), TPWD may impose remedies if the Contractor or subcontractor(s) fails to meet their responsibilities as outlined in the RFP and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices. In the event TPWD deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, TPWD may seek or negotiate remedies with the Contractor. Remedies shall include negative vendor performance report, corrective action plans, and withholding of payments due to poor performance and contract non-compliance.

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11. ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added.

A formal written request will be sent to successful respondent to quote on the proposed additional products/services. Respondent shall submit proposals to TPWD as instructed. All prices are subject to negotiation with the Best and Final Offer (“BAFO”). TPWD may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all of the responses.

The products/services covered under this provision shall conform to the specifications as outlined in the request.

12. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

12.1. The terms and conditions of the Contract shall govern all transactions under the Contract Trials and Final Inspection has been successfully performed and all defects and other work items have been corrected and completed.

12.2. The Contract may only be modified or amended upon written agreement of TPWD Purchaser(s) and the Contractor. Verbal changes are not allowed.

12.3. Terms and Conditions that do not conflict with the Contract are acceptable to the Contractor(s) may be added in a Purchase Order and given effect. No additional term or condition added in a Purchase Order can conflict with or diminish a term or condition of the Contract. In the event of a conflict between Purchase Order and the Contract, the Contract term shall control.

13. INSURANCE

13.1. Contractor shall procure and maintain during the entire period of their performance under this contract the following minimum insurance.

Type of Insurance Each Occurrence/Aggregate Workers Compensation STATUTORY LIMITS Employer's Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$1,000,000 Ea. Accident $1,000,000 Ea. Employee $1,000,000 Policy Limit

Commercial General Liability General Aggregate Applies Per Project

$2,000,000 Aggregate $5,000 Medical Expense each person $50,000 Damage to Premises Rented to You $2,000,000 Products Completed Operations $1,000,000 Personal & Advertising Liability $1,000,000 Each Occurrence

Automobile Liability All Owned, Hired and Non-Owned Vehicles $1,000,000 Combined Single Limit

Aircraft General Liability

Single Limit Bodily Injury & Property Damage $1,000,000 Each Occurrence

Aircraft Passenger Liability

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$100,000 Each Person $400,000 Each Occurrance

Medical Expenses

$ 5.000 Each Person $ 200.000 Each Person

13.2. Policy must contain an additional insured endorsement: The State of Texas, acting through Texas

Parks and Wildlife Department and its officers and employees, is listed as an additional insured and loss payee.

13.3. The required coverage is to be with companies licensed in the state of Texas, with an “A” rating from A.M. Best, and authorized to provide the corresponding coverage.

13.4. Policies must include the following clauses, as applicable:

13.4.1. This insurance shall not be canceled, materially changed, or non-renewed except after thirty (30) days written notice has been given to TPWD.

13.4.2. It is agreed that Contractor’s insurance shall be deemed primary and non-contributory with respect to any insurance or self-insurance carried by TPWD for liability arising out of operations under the Contract with the Owner.

13.4.3. TPWD, its officials, directors, employees, representatives, and volunteers are added as additional insureds as respects operations and activities of, or on behalf of the named insured performed under Contract with TPWD. The additional insured status must cover completed operations as well. This is not applicable to workers’ compensation policies.

13.4.4. All policies shall contain a waiver of subrogation.

13.5. Without limiting any of the other obligations or liabilities of the Contractor, Contractor shall require each Subcontractor performing work under the Contract, at Subcontractor’s own expense, to maintain during the term of the Contract, the same stipulated minimum insurance including the required provisions and additional policy conditions as shown above. As an alternative, Contractor may include its Subcontractors as additional insureds on its own coverage as prescribed under these requirements. Contractor’s certificate of insurance shall note in such event, that the Subcontractors are included as additional, and that Contractor agrees to provide workers’ compensation for Subcontractors and their employees. Contractor shall obtain and monitor the certificates of insurance from each Subcontractor in order to assure compliance with the insurance requirements. Contractor must retain the certificates of insurance for the duration of the Contract plus five (5) years and shall have the responsibility of enforcing these insurance requirements among its Subcontractors. TPWD shall be entitled, upon request and without expense, to receive copies of these certificates.

13.6. Workers’ compensation insurance coverage must be provided for all workers at all tier levels and meet the statutory requirements of Texas Labor Code § 401.011(44) and specific to construction projects for public entities as required by Texas Labor Code § 406.096.

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13.7. Prior to the commencement of the job and not later than ten (10) days following award, the

Contractor shall furnish to TPWD, for approval, a certificate of insurance as proof that the required insurance is in full force and effect. The certificate of insurance shall be emailed to Purchasing / Contracting at Purchasing.BidBox@tpwd.texas.gov.

14. STATE OF TEXAS SUBCONTRACTING PLAN

TPWD has determined there are no probable VetHUB Subcontracting Opportunities for this solicitation.

15. TRAVEL

All travel and per diem for the Contractor shall be included in the unit price. TPWD will not be responsible for Contractor’s travel expenses.

16. CONTRACT ADMINISTRATION

TPWD will maintain on-going review and status of Contractor’s progress toward completion of services and will certify whether contractor’s billings are reasonably comparable with the work completed. Payment(s) will not be made until all work has been reviewed and accepted by TPWD.

Administration of the contract is a joint responsibility of TPWD Wildlife Division and the TPWD Purchasing & Contracting Branch. TPWD purchasing staff will be responsible for administering the contractual business relationship with the contractor. Upon issuance of contract, TPWD will designate an individual who will serve as the contract manager and point-of-contact between the agency and the contractor. The contract manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way or waive strict performance of the terms or conditions of the contract. This individual’s contract management and contract administration responsibilities include, but are not limited to:

16.1. Monitoring the contractor’s progress and performance and ensuring services conform to established specification requirements.

16.2. Managing the financial aspects of the contract including approval of payments.

16.3. Meeting with the contractor to schedule service, and as needed to review progress, discuss problems, and consider necessary action.

16.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

16.5. Other areas as identified by the State of Texas Procurement and Contract Management Guide, latest edition.

17. INVOICING AND PAYMENT

The following procedures apply to invoicing and payment in addition to those listed in Section III, General Terms and Conditions, Paragraph 9:

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17.1. Contractor to submit invoice(s) to: Texas Parks & Wildlife Department, Accounts Payable, 4200 Smith School Road, Austin, Texas 78744.

17.2. Invoices must show:

17.2.1. Name of Contractor exactly as shown on the contract, Texas Payee Identification Number (PIN), and correct "Remit to" address

17.2.2. Name of receiving entity

17.2.3. Contract/purchase order number

17.2.4. Description, quantity, unit of measure, unit price, extended price of each item

17.2.5. Total price

17.2.6. Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

17.2.7. Attach supporting documentation, if required

17.3. Payment:

17.3.1. The contractor will be paid for the services performed as invoiced. If another payment mechanism is agreed to by the parties, then contractor will be paid in accordance with the agreement approved by the parties.

17.3.2. Under no circumstances shall TPWD be obligated to make any payment (whether a progress payment or final payment) to Contractor if any of the following conditions exists:

17.3.2.1. Contractor is in breach of this contract;

17.3.2.2. Any portion of a payment is for services that were not performed in accordance with this contract provided, however, payment shall be made for those services which were performed in accordance with this contract;

17.3.2.3. Contractor has failed to make payments promptly to consultants or other third parties used in connection with services for which TPWD has made payment to Contractor;

17.3.2.4. If TPWD, in good faith, determines that the balance of the unpaid fees are not sufficient to complete the services in accordance with this contract; or if Contractor has failed to achieve a level of performance necessary to maintain the project schedule. No deductions shall be made from Contractor’s compensation on account of liquidated damages or other sums withheld from payments to other contractors or on account of the cost of changes in the Work other than those for which Contractor may be liable.

17.3.3. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of services ordered, whichever is later.

State agencies are required by state law to pay properly submitted invoices within 30 days, or the Contractor may charge a late payment fee established by law.

17.3.4. Payments for services purchased with state appropriated funds will be made through state warrants issued by the Comptroller of Public Accounts. Payments by qualified ordering entities will be made through the entities local payment system.

17.3.5. Electronic payment may be available through some ordering entities. Contact Accounts Payable at 512-389-4833 for additional information.

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SECTION II – PROPOSAL REQUIREMENTS

1. SCHEDULE OF EVENTS

TPWD intends to proceed according to the following schedule. These dates represent a tentative schedule of events. TPWD reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily as an Addendum.

Event Date/Time RFP Issue Date: May 26, 2026 Questions Due: June 11, 2026; 2:00 PM CT Proposal Due Date: June 25, 2026; 2:00 PM CT

2. INQUIRIES

2.1. CONTACT: All requests, questions, or other communications about this Solicitation shall be made in writing to TPWD’s Purchasing Department, addressed to the following person:

Vanessa Contreras, Senior Purchaser Texas Parks & Wildlife Department 4200 Smith School Road Austin, Texas 78744

Contact Info:

Phone 512-389-4722 Fax 512-389-4677 Email: purchasing.bidbox@tpwd.texas.gov

2.2. CLARIFICATIONS: TPWD will allow written requests for clarification of this Solicitation. Questions may be e-mailed to the point-of-contact listed in Section II, Subsection 2.1. Questions should be submitted in the following format: a) Reference the Solicitation number; b) Reference the Section number, Page number, Paragraph number, and Text of passage being questioned; and c) Question.

2.3. DEADLINE FOR SUBMISSION OF QUESTIONS: To provide TPWD with sufficient time to adequately prepare responses to vendor inquiries, all questions must be submitted by the deadline specified in Section II, Subsection 1.

2.4. ANSWERS TO QUESTIONS: The target date for answering questions is within three business days after deadline for questions. Official answers will be posted as an addendum to this solicitation, on the Electronic State Business Daily at http://www.txsmartbuy.com/esbd. Respondent names will be removed from questions in the responses released. TPWD reserves the right to amend answers prior to the proposal submission deadline. If respondents do not have Internet access, copies may be obtained through the point of contact listed above. Note: It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the solicitation requirements.

2.5. PROHIBITED COMMUNICATIONS: Upon issuance of this solicitation, TPWD, its representative(s), or partners will not answer questions or otherwise discuss the contents of this Solicitation with any potential Respondent or their representative(s), except for the written inquires described in Section II, Subsection

2.2 above. Attempts to ask questions by phone or in person will not be allowed or recognized as valid.

Failure to observe this restriction may disqualify respondent. Respondent shall rely only on written statements issued through or by TPWD’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

mailto:purchasing.bidbox@tpwd.texas.gov http://www.txsmartbuy.com/esbd

RFP No. 802-26-74009 Page 16 of 50

3. PROPOSAL CONTENT

Below is a summary of required and requested information. Proposals submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

3.1. GENERAL RESPONSE FORMAT:

3.1.1. EMAIL SUBMITTALS ARE PREFERRED FOR THIS SOLICITATION in accordance with Section II, Subsection 5.

3.1.2 If submitting hard copy Proposals, Respondent shall submit one (1) original proposal (marked Original). In addition, Respondents shall submit one (1) copy of the proposal. Pricing should not be included in the submitted copies. Submissions should be on 8-1/2 x 11-inch paper and tab-indexed corresponding to the sections/exhibits listed below. (Plastic spine-bound or wire-bound submittals are highly discouraged.

3.2. REQUIRED RESPONSE CONTENT:

Respondent MUST include the following documentation in their response submission. Failure to submit with response will result in disqualification of the proposal.

3.2.1. Exhibit A – Execution of Proposal: Respondent must submit original signed, dated and completed Exhibit A - Execution of Proposal.

3.2.2. Exhibit B – Price Sheet: Respondent must comply with and submit Exhibit B – Pricing Schedule.

3.2.3. Exhibit I – Technical Proposal: Respondent must complete and return Exhibit I Technical

Proposal – tabbed Exhibit I, including numbered responses corresponding to each of the items listed in Exhibit I.

3.3. ADDITIONAL RESPONSE CONTENT: Respondent shall include the following additional documentation in their response submission, or within one business day of TPWD request. Failure to submit this additional documentation by TPWD designated deadline may result in disqualification of the proposal.

3.3.1. Exhibit C – Company Profile: Include completed Exhibit C (or reasonable facsimile).

3.3.2. Exhibit D – Key Personnel: Include completed Exhibit D (or a reasonable facsimile, or resumes)

3.3.3. Exhibit E – Equipment List: Respondent shall submit completed – Exhibit E (or reasonable fascimile)

3.3.4. Exhibit F – Certificates/Licenses: Respondent shall submit completed – Exhibit F (or reasonable facsimile)

3.3.5. Exhibit G – Safety Records: Respondent shall submit completed Exhibit G (or reasonable facsimile)

3.3.6. Exhibit H – Past Project with Corresponding References: Respondent shall submit completed Exhibit H (or reasonable facsimile).

RFP No. 802-26-74009 Page 17 of 50

3.3.7. Addenda: Respondent shall acknowledge receipt of any addendums generated as part of this solicitation. The respondents should include the signed and dated addendum(s) with their response submission.

4. PROPOSAL SUBMISSION

4.1. All proposals shall be received and time stamped by TPWD prior to 2:00 PM Central Time on the date specified in Section II, Subsection 1 and the place specified in Section II, Subsection 5. Late proposals will not be considered under any circumstance and will be returned unopened.

4.2. Proposals should be placed in a sealed envelope/package and correctly identified with RFP number, submittal deadline/opening date and time. It is the Respondent’s responsibility to appropriately mark and deliver the proposal to TPWD by the specified date.

4.3. Hard copies are not required, and electronic submissions via email can be accepted; Respondent may submit via hard copy OR electronic. If submitting electronically, TPWD can only accept an attachment to the email and cannot accept a link to a file.

4.4. Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum to the response.

4.5. Respondents to this RFP are responsible for all costs of proposal preparation.

4.6. Proposals shall be submitted to TPWD Headquarters, Purchasing & Contracting, as noted in Section II, Subsection 5 below.

4.7. All submitted proposals become the property of TPWD after the RFP submittal due date/ deadline.

Responses submitted shall constitute an offer for a period of ninety (90) days or until selection is made by TPWD, whichever is earlier.

4.8. When Proposals are opened, only the names of the Respondents who submitted proposals will be read.

Prices and terms will not be divulged until after contract award.

5. DELIVERY OF PROPOSALS

5.1. EMAIL SUBMITTALS ARE PREFFERRED FOR THIS SOLICITATION. Submit your response to

Purchasing.BidBox@tpwd.texas.gov. Provide bid due date and solicitation number in the subject line of email.

5.2. If hard copies are submitted, hard copy shall be submitted to TPWD by one of the following methods:

6. EVALUATION AND AWARD

U.S. Postal Service Overnight/Express Mail Email

Texas Parks and Wildlife Dept.

Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744

TPWD – Mail Room Attn: Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744 Hours – 8:00 AM to 5:00 PM

Purchasing.Bidbox@tpwd.texas.gov

NOTE: Proposals must be date stamped in Purchasing & Contracting prior to the due date and time.

mailto:Purchasing.BidBox@tpwd.texas.gov mailto:Purchasing.Bidbox@tpwd.texas.gov

RFP No. 802-26-74009 Page 18 of 50

6.1. A single contract will be awarded to the responsible respondent who submits the proposal determined to be the best value to the State and who meet all requirements included in this solicitation.

6.2. Cash discounts offered by the respondent will NOT be a factor in proposal evaluation.

6.3. Proposals may be withdrawn by written notice at any time prior to award. An e-mail to the purchaser name identified in Section II, Subsection 2 above, will be acceptable as a written notice for withdrawn. No proposals will be returned after award.

6.4. Step 1 – Administrative Review by Purchasing: Only a complete response with the listed required submittal documents will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive. Proposals that do not conform to the instructions included in this RFP may be rejected by TPWD. TPWD reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. No proposal received in TPWD Purchasing and Contracting Section after the exact date and time specified as the deadline for responses will be considered.

6.5. Step 2 – Initial Evaluation: A TPWD evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent’s ability to best satisfy TPWD requirements. Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

Evaluation Criteria Weight Compensation and Fees (based on Exhibit B – Price Schedule and Attachment to Exhibit B) 15%

Technical Proposal – Exhibit I – Technical Proposal 15% Qualifications, Experiences, References, Capability, Equipment (based on Exhibit C – Company Profile, Exhibit E – Equipment List, Exhibit H – Past Projects with Corresponding References)

35%

Expertise and Pilot Qualifications, Safety and Effectiveness of Wildlife Survey Operations (Exhibit F – Certificates and Licenses, Exhibit G – Safety Records, Exhibit D – Key Personnel)

35%

Total 100%

6.6. Step 3 – Short List: At TPWD’s sole discretion, a short-list may be developed. Then, TPWD may check references and/or inspect respondent’s facility/equipment.

6.6.1. References may include past performance evaluations. References will be scored on a pass/fail basis. Any negative responses received may be grounds for disqualification of the proposal.

6.6.2. Facility and/or equipment may be inspected to verify ability to successfully complete the project.

Inspection will be scored on a pass/fail basis. Failure may be grounds for disqualification of the proposal.

6.7. Step 4 - Best and Final Offer (BAFO): The evaluation committee will determine if discussions and/or Best and Final Offers are necessary. Award of a contract may be made without discussions or Best and Final Offers, if in the best interest of the state.

6.7.1. Discussions: The evaluation committee may determine that discussions are necessary to clarify or verify a written proposal.

RFP No. 802-26-74009 Page 19 of 50

6.7.2. Oral Presentations: TPWD may, at its discretion, elect to have respondents provide oral presentations of their proposals.

6.7.3. BAFO: A request for a Best and Final Offer is at the sole discretion of TPWD and will be requested in writing. If requested, respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be considered in the award. TPWD will make the final determination on the best value.

6.7.4. The evaluation committee will evaluate the finalists and make a recommendation for award.

6.8. AWARD: TPWD reserves the right to award a contract to a single contractor, or award to more than one contractor, whichever provides the best value to TPWD in performance of this service. TPWD will be the sole judge of best value. (Refer to Section III, Item 3.3 for Best Value criteria.)

RFP No. 802-26-74009 Page 20 of 50

SECTION III – GENERAL TERMS AND CONDITIONS

OCTOBER 2025

(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)

Any Contract awarded as a result of this solicitation will contain the General Terms and Conditions listed below in this Section. Subcontractors are also obliged to comply with these provisions.

1. DEFINITIONS: As used throughout this solicitation, the following terms have the meaning set forth below.

All other terms have the meaning set forth in Webster’s II New College Dictionary.

1.1. Bidder: An individual or entity that submits a bid. The term includes anyone acting on behalf of the individual or entity that submits a bid, such as an agent, employee and representative. See Respondent.

1.2. Contractor: The individual, corporation, company, partnership, firm, or organization that has to furnish the materials and has to perform the work as stated in the solicitation.

1.3. ESBD: The Electronic State Business Daily, which is available online at http://www.txsmartbuy.gov/esbd .

1.4. Gov’t Code: The Texas Government Code.

1.5. Owner: Texas Parks and Wildlife Department, an agency of the State of Texas.

1.6. Party/Parties: Either the TPWD and Respondent separately or collectively.

1.7. Respondent: Any person or Vendor who submits a Bid/Proposal/Offer in response to this solicitation.

1.8. Services: Includes the use of labor, materials, facilities, equipment, and any other need that is necessary or incidental to the successful completion of the Contract.

1.9. Subcontractor: Any supplier, distributor, Contractor, person, or firm furnishing to the Contractor, materials or services necessary or incidental to the performance of the Contract between TPWD and Contractor.

1.10. TAC: The Texas Administrative Code, which is the publication for administrative rules.

1.11. Texas Identification Number: A unique 11-digit number assigned by the Texas Comptroller of Public Accounts. When a Payee first contracts with a state agency, that Payee must provide either a federal Employer Identification Number (EIN) or a Social Security number (SSN). The Texas Identification Number (TIN) is based on this number. (Note: If Respondent does not have a TIN, or does not know their TIN, they may list their EIN or SSN on the “Texas Identification Number” line of the Vendor Information Block of their RFP, RFO, IFB or RFQ response.)

1.12. TPWD: Texas Parks and Wildlife Department acting on behalf of the State of Texas.

2. SPECIFICATIONS:

2.1. The goods/services provided shall be in accordance with the purchase specifications herein. TPWD will decide the answers to all questions that may arise as to the interpretation of the specifications and the quality, or acceptability of goods/services provided. TPWD will decide the rate of progress of the work and the acceptable fulfillment of the goods/service on the part of the Contractor.

2.2. Catalogs, brand names or manufacturer's references are descriptive only, and indicate type and quality desired. Bids/Proposals on brands of like nature and quality will be considered unless advertised under Texas Gov't Code §2155.067. If the Respondent is offering brands other than the http://www.txsmartbuy.gov/esbd

RFP No. 802-26-74009 Page 21 of 50 references, response should show manufacturer, brand or trade name, and other description of product offered. If Respondent is offering brand(s) other than brand(s) specified, illustrations and complete description of product offered are requested to be made part of the bid. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, numbers, etc.

2.3. Unless otherwise specified, items shall be new and unused and of current production.

2.4. Samples, when requested, must be furnished free of expense to the State. If not destroyed in examination, they will be returned to the Respondent, on request, at Respondent's expense. Each sample should be marked with Respondent's name and address, and requisition number.