ESBD_538453_1784752900432_802-27-77098_Mule_Deer_Survey_7.22.26.pdf

Texas Parks and Wildlife Department Purchasing and Contracting C-1

4200 Smith School Road Austin, Texas 78744

REQUEST FOR PROPOSALS

RFP No. 802-27-77098

Helicopter Mule Deer Survey Services

NIGP Class/Item: 905-28

RFP Issue Date: July 22, 2026 Questions Due: July 31, 2026 ; 2:00 CT

Proposal Due Date: August 6, 2026; 2:00 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

RFP No. 802-27-77098 Page 2 of 50

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. Aircraft and Pilot Requirements

7. Scope of Work and Specifications

8. Contractor Requirements

9. PERFORMANCE MEASURES

10. TPWD Responsibilities

11. Adding New Products/Services to Contract After Award

12. Modifications of Contract Terms and/or Amendments

13. Insurance

14. Subcontracting

15. HUB Subcontracting Plan

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 SHEET

EXHIBIT C – COMPANY PROFILE

EXHIBIT D – KEY PERSONNEL

EXHIBIT E – PAST PROJECTS WITH CORRESPONDING REFERENCES

EXHIBIT F – EQUIPMENT LIST

EXHIBIT G – CERTIFICATE(S)/LICENSE(S)

EXHIBIT H – SAFETY RECORDS

EXHIBIT I – TECHNICAL PROPOSAL

EXHIBIT J – RESPONSE SUBMISSION CHECKLIST

ATTACHMENT 1 – AIRCRAFT SAFETY BRIEFING 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 bids to establish blanket contract(s) for statewide for HELICOPTER MULE DEER SURVEYS to designated on-site base camps in the state of Texas. After initial project is complete, services will be performed on an “as-needed” basis in accordance with the scope of work and terms and conditions as set forth herein.

1.2 Contractor(s) shall provide all aircraft, pilots and personnel, equipment, consumables to include fuel, and any other need necessary or incidental to complete successful operations.

2. BACKGROUND

2.1. A stratified random sampling design is used to achieve mule deer population monitoring in Texas. All areas inhabited by mule deer are separated into subunits in which random sampling is performed.

Areas that have low probability of having mule deer are excluded. Monitoring units (six (6) in total) are categorized by mule deer densities and classified as High, Medium, and Low in both ecoregions.

Another monitoring unit was developed within Chronic Wasting Disease (CWD) areas in the northwest Panhandle and Trans-Pecos for long-term population monitoring. An additional unit (Very Low) containing extremely low mule deer density will typically have no surveys conducted. Some landscape features (lakes, urban areas, highways, slopes ≥ 85%) are excluded when transects are generated to improve survey safety, efficiency, and data.

2.2. Population estimates are obtained by counting mule deer from a helicopter on randomly created transects of variable length within established monitoring units while applying sight ability factors for each observation. However, within the CWD areas monitoring unit, equally spaced transects will be utilized to improve survey efficacy and efficiency. The scale of application for data collection and management will focus on the ecoregion and monitoring unit level.

3. SOLICITATION METHOD AND INTENT

3.1 The Request for Proposal (RFP) solicitation method allows qualified respondents 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 to single or multiple contracts that are highly qualified for future projects “as needed” for Helicopter Mule Deer Surveys. TPWD will evaluate proposals and award the initial project as determined to be the best value and in the best interest of the State. After initial project award, TPWD will identify individual projects as they become available by issuing a Scope of Work detailing the work to be performed, the service schedule, and the service location for each project, and request proposals from awarded vendors. TPWD will select a contractor that is determined to provide the best value to the agency for each project. It is TPWD’s sole discretion to determine best value. A purchase order will be issued to include a scope of work, the work schedule, and the location.

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.

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4.2 RENEWAL OPTION: Contract may be renewed for up to three (3) additional one (1) year periods, provided both parties agree in writing prior to contract expiration date. Any extensions shall be in accordance with the original terms and conditions plus any approved changes. If renewal options are exercised, TPWD will provide the new timeline and delivery schedule to the vendor.

4.3 CONTRACT EXTENSIONS: In the event that the contract(s), if any, resulting from the award of this RFP shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, TPWD may, with the written consent of the awarded supplier(s), extend the contract for a period of time as may be necessary to permit TPWD continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be at the same terms and conditions, plus any approved changes.

4.4 TERMINATION: The contract shall terminate upon full performance of all requirements contained in the contract, unless otherwise extended or renewed, as provided in accordance with the contract terms and conditions.

4.5 AMENDMENTS: The contract may be amended in writing with the mutual consent of the parties.

4.6 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 award does not guarantee volume or a commitment of funds.

TPWD will only pay for actual goods or services performed.

4.7 BILLABLE RATE (HOURS OR PER ANIMAL): The quoted hourly rate is inclusive of all hours flown while conducting the survey, flying to and from the base of operation, and refueling. Contractor is responsible for all other costs associated with the successful completion of the work contained herein.

4.7.1 Flight or ferry time for the following will not be paid:

4.7.2 From the Pilot’s home base to the starting work area or any ground support expenses.

4.7.3 From the ending work area and the pilot’s home base.

4.8 GLOSSARY:

4.8.1 BAFO: Best and Final Offer

4.8.2 CFR: Code of Federal Regulations

4.8.3 FAA: Federal Aviation Administration

4.8.4 FAR: Federal Aviation Regulation

4.8.5 GPS: Global Positioning Satellite

4.8.6 RFP: Request for Proposal

4.8.7 SIR: Self-Insured Retention

4.8.8 TPWD: Texas Parks and Wildlife Department

5. QUALIFICATIONS AND EXPERIENCE

5.1 MINIMUM QUALIFICATIONS AND EXPERIENCE: Respondent (and awarded contractor) shall meet the following minimum qualifications:

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5.1.1 Contractor shall be engaged in the business of performing wildlife surveys and other related low-level wildlife work with extensive experience flying mountainous terrain at altitudes ranging from 3,000 to 7,000 feet above sea level for a minimum of five (5) years. Recent start-up businesses do not meet the requirements of this solicitation. A start-up business is defined as a new company that has no previous operations history or expertise in the relevant business and is not affiliated with a company that has that history of expertise.

5.1.2 Contractor shall have available the necessary qualified personnel, skills, qualifications, organization, facilities, aircraft, and equipment to fulfill all requirements under this RFP and any resulting contract.

5.1.3. Contractor shall provide safety records and references from other state and federal game agencies, landowners, ranch managers, etc., in performing safe and effective low-level, high altitude, and mountainous terrain aerial operations.

5.1.4 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. The contracting business must possess an FAA Commuter or On Demand Operator Certificate (14 Code of Federal Regulations (CFR) Part 135 Certificate, Air Carrier and Operator Certification). The business must adhere to all standards of safety and aircraft maintenance required by this certificate. Respondent shall supply copies of this documentation that is current and valid throughout the entire contract period on Exhibit G – Certificate(s)/License(s).

5.1.6 Contractor shall be in good financial standing. TPWD reserves the right to request a copy of the respondent’s audited or un-audited financial statement.

6. AIRCRAFT AND PILOT REQUIREMENTS

6.1 AIRCRAFT REQUIREMENTS: Respondent shall use aircraft that meet the following minimum requirements:

6.1.1 Contractor shall utilize a Robinson R-66 turbine helicopter or TPWD approved equivalent.

6.1.2 An operable radio for FAA communication is required as well as an emergency locator transmitter.

6.1.3 Aircraft and maintenance records are subject to inspection by TPWD personnel prior to award.

6.1.4 Contractor/aircraft must have real-time flight-tracking capabilities so TPWD staff can track aerial operations at all times.

6.1.5 Contractor must be able to establish and maintain clear communications with observers in the aircraft while inflight.

6.1.6 A global positioning system (GPS) is required for uploading survey transects and maintaining helicopter on transect during surveys.

6.1.7 The helicopter’s navigation system shall include Garmin® WireAware wire strike avoidance technology.

6.1.8 Aircraft must have the ability to power survey equipment for each observer with one or more automobile-type auxiliary 12-volt Direct Current (DC) power outlet(s) to power survey equipment.

6.1.9 Aircraft is subject to inspection by TPWD Personnel prior to approval of Contract.

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6.1.10 All aircraft provided under the contractor must meet FAA regulations and standards as stipulated in Federal Aviation Regulation (FAR), Part 135. During the entire contract period, aircraft must be maintained per the maintenance requirements of FAR, Part 135.

6.2 PILOT REQUIREMENTS:

6.1.1 Pilot must have a valid FAA Commercial Pilot License with current medical certificate and must be approved under an Operator Air Carrier Certificate under FAR, Part 135. Pilots must also meet flight currency requirements allowing flight carrying passengers in the following conditions:

6.1.2. Visual Flight Rules (VFR) day;

6.1.3. VFR night.

6.1.4. Appropriate documentation is requested on Exhibit G – Certificate(s)/License(s).

6.1.5. Pilot must be approved under an Operator Air Carrier Certificate under part Federal Aviation

Regulation (FAR) 135. Pilot must have a minimum of 2,000 hours, pilot-in-command (PIC), in helicopters, of which 1,000 or more hours are logged conducting low-level wildlife surveys or other related work such as capture or gunning in mountainous terrain. Appropriate documentation is requested on Exhibit G – Certificate(s)/License(s).

6.1.6. Once the pilot is approved by TPWD, no changes shall be made without prior written permission from TPWD.

6.3. SUPPORTING DOCUMENTATION: Respondent shall complete and submit Exhibit C – Company Profile, Exhibit D – Key Personnel, Exhibit E – Past Projects with Corresponding References, Exhibit F – Equipment List, Exhibit G – Certificate(s)/License(s), and Exhibit H – Safety Records with proposal to provide documentation to support the above qualifications. (Ref: Section II, Subsection 3.3.).

7. SCOPE OF WORK AND SPECIFICATIONS

Contractor shall conduct surveys by flying randomly generated geo-referenced transects throughout a mule deer monitoring unit. Transects are varied in length within each monitoring unit varying from fifteen

(15) to thirty-five (35) miles. Flights shall be during the hours of sunrise to 11:00 am and the last three (3) hours of daylight. An altitude of fifty (50) to sixty (60) feet Above Ground Level (AGL) shall be maintained while on survey transects, depending on conditions (windy conditions and/or rugged terrain requires increased AGL for safety). Survey flight speed shall be thirty-five (35) to fifty-five (55) miles per hour (MPH), depending on terrain ruggedness, canopy cover of vegetation, and weather conditions. Two observers from TPWD will accompany the pilot on all survey flights.

7.1 The mule deer aerial survey shall require approximately four (4) to six (6) daylight flying hours for an estimated total of one hundred seventy (160) flight hours. Contractor and TPWD Project Manager will coordinate planned work activity.

7.2 Surveys are subject to change and flights may be rescheduled because of adverse weather conditions, other unsafe conditions, or unsuitability for visual observations at the survey area by TPWD. If inclement weather or other safety issues precludes flying, the flight will be rescheduled for the earliest practical time by oral agreement between pilot and TPWD observers.

7.3 Primary Base of Operations Airports include:

7.3.1 Panhandle Region – Amarillo, Dalhart, Pampa, Childress, and Lubbock;

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7.3.2 Trans-Pecos Region – Alpine, El Paso, Fort Stockton, Midland, and Van Horn;

7.3.3 Alternate airports may be used for base of operations to efficiently conduct and complete mule deer survey flights.

7.4 Survey flights will originate and terminate at the base of operation. Alternate refueling locations may be used. Pilot and TPWD observers will mutually agree upon alternate base of operation locations.

7.5 Contractor shall be responsible for having a safe amount of fuel (under weight limit of helicopter with fuel, passengers, and cargo) each day at flight departure to ensure completion of a survey flight and arrival at base of operation with a thirty (30)-minute fuel reserve. The use of the contractor’s fuel truck/trailer for remote refueling will increase efficiency and decrease ferry and survey time.

7.6 TPWD observers and pilot will review weight limit specifications, including appropriate number or weight of observers, cargo, and fuel prior to the start of each flight to ensure safe operation.

7.7 A safety briefing will be conducted by Pilot-in-Command prior to onset of each flight which includes topics in Attachment 1 – Aircraft Safety Briefing Checklist.

8. CONTRACTOR REQUIREMENTS

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

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

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

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

8.5 Contractor shall comply with all laws, ordinances, statutes, and regulations pertaining to the services requested herein, and shall obtain such permits, licenses or other authorizations as may be required.

8.6 Contractor shall take precautions necessary to protect person or property against injury or damage and be responsible for such injury or damage.

8.7 Contractor shall not subcontract any portion of the services to be performed under this contract without prior approval from authorized TPWD representative.

8.8 Contractor will be required to adhere to certain confidentiality restrictions, which may include but are not limited to a prohibition on photography or any form of recording while performing services on private property.

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8.9 Contractor must provide maintenance records such as proof of 100-hour inspections, annual inspection records, or check ride certifications upon request.

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

9. PERFORMANCE MEASURES

9.1 Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this RFP for the initial project and future projects, 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. Successful Respondent(s) will be required to abide by TPWD policies, procedures, standards, and guidelines relevant to the execution of this contract.

9.2 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.

10. TPWD RESPONSIBILITIES

10.1 TPWD will designate a Project Manager upon contract award.

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

10.3 SCHEDULE MODIFICATIONS: TPWD will attempt to provide at least five (5) days’ notice of any necessary modification to the schedule.

10.8 CANCELLATION OF SCHEDULED SERVICE: TPWD reserves the right to cancel if necessary due to inclement weather, illness, or unforeseen circumstances, and will provide as much notice as possible to contractor.

11. ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

Where found to be in the best interests of TPWD, the resulting contract may be amended in writing to provide additional services. Provided that those additional services are within the original scope and intent of the solicitation.

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

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The Contractor will NOT provide additional products or services without a fully executed amendment to the contract and/or Purchase Order Change Notice (POCN).

12. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

12.1 The terms and conditions of the Contract shall govern all transactions under the Contract.

12.2 The Contract may only be modified or amended upon mutual written agreement of Texas Parks and Wildlife Purchaser(s) and the Contractor.

12.3 Terms and conditions that do not conflict with the Contract and 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

Aircraft General Liability Single Limit Bodily Injury & Property Damage

$1,000,000 Each Occurrence

Aircraft Passenger Liability $100,000 per person $400,000 per Occurrence

Medical Expenses $ 5,000 Per Person $ 20,000 Each Occurrence

Automobile Liability All Owned, Hired and Non-Owned Vehicles $ 500,000 Combined Single Limit

13.2 Policy shall waive the insurer’s right of recovery or subrogation against TPWD or The State of Texas.

Policy must be primary with respect to coverage provided for TPWD and the State of Texas. Policy in excess of self-insured retention (SIR) amount must be clearly identified. Policy must be non-contributory with other coverage or self-insurance available to TPWD or The State of Texas.

13.3 All required liability policies:

13.3.1 Except Pollution & Professional, must be written on an “Occurrence Form.” Neither “Modified Occurrence” nor “Claims Made” policies are acceptable, and the Contractor will be in contractual default if Contractor’s insurance is “Modified Occurrence” or “Claims Made.”

13.3.2 Must cover cross-suits between insureds.

13.3.3 Must contain a “severability of interests” provision.

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13.4 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.

13.5 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.

13.7 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 sent to: Vanessa D Contreras / Purchasing & Contracting, Texas Parks & Wildlife Department, 4200 Smith School Road, Austin, Texas 78744; or may be emailed to Purchasing.BidBox@tpwd.texas.gov .

14. SUBCONTRACTING

Refer to Section III – General Terms and Conditions, Paragraph 56 – Subcontractors.

15. HUB SUBCONTRACTING PLAN

TPWD has determined that VetHUB Subcontracting Opportunities are NOT probable under this contract, therefore there is no Texas Subcontracting Plan requirement.

16. CONTRACT ADMINISTRATION

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

16.2 Administration of the contract is a joint responsibility of TPWD Wildlife Division and the TPWD Purchasing & Contracting Section. 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:

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

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

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

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

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

17. INVOICING AND PAYMENT

mailto:Purchasing.BidBox@tpwd.texas.gov

RFP No. 802-27-77098 Page 12 of 50

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

17.1 CONTRACTOR TO SUBMIT INVOICE(S) TO: Texas Parks & Wildlife Department, Accounts Payable, via email, AccountsPayable@tpwd.texas.gov , or mail, 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 is 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.

mailto:AccountsPayable@tpwd.texas.gov

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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.

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: July 22, 2026 Questions Due: July 31, 2026; 2:00 CT Proposal Due Date: August 6, 2026: 2:00 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 D Contreras, Senior Purchaser CTCD CTCM Phone: 512-389-4722 Texas Parks and Wildlife Department Fax: 512-389-4677 4200 Smith School Road, Austin, Texas 78744 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 RFP 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 mailto:purchasing.bidbox@tpwd.texas.gov http://www.txsmartbuy.com/esbd

RFP No. 802-27-77098 Page 14 of 50 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.

3. PROPOSAL CONTENT

Below is a summary of required and requested information. Proposals submitted without this information will be evaluated accordingly. TWPD 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: EMAIL SUBMITTALS ARE PREFERRED FOR THIS

SOLICITATION to purchasing.bidbox@tpwd.texas.gov

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: Include completed Exhibit B – Pricing Sheet. Pricing should not be included in the submitted copies.

3.3. ADDITIONAL RESPONSE CONTENT:

Respondent must 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 will 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 – Past Projects with Corresponding References: Include completed Exhibit E (or reasonable facsimile).

3.3.4. Exhibit F – Equipment List: Include completed Exhibit F (or a reasonable facsimile).

3.3.5. Exhibit G – Certificate(s)/License(s): Include completed Exhibit G (or a reasonable facsimile).

3.3.6. Exhibit H – Safety Records: Include completed Exhibit H (or a reasonable facsimile).

3.3.7. Exhibit I – Technical Proposal: Include Technical Proposal – tabbed Exhibit I including numbered responses corresponding to each of the items listed in Exhibit I.

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

RFP No. 802-27-77098 Page 15 of 50

4. PROPOSAL SUBMISSION

4.1. EMAIL SUBMITTALS ARE PREFERRED FOR THIS SOLICITATION at

purchasing.bidbox@tpwd.texas.gov, If hard copies are submitted, Respondent shall submit to TPWD by one of the following methods described in Section II, Subsection 5.

4.2. 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 circumstances and will be returned unopened.

4.3. If submitting a proposal via mail or delivery, 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.

4.4. 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 by mail or delivery shall be submitted to TPWD Headquarters, Purchasing & Contracting, as noted in Section II, Subsection 5 below. Proposals by email shall be submitted to purchasing.bidbox@tpwd.texas.gov.

4.7. Telephone and facsimile proposals are NOT an acceptable response to an RFP. 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

EMAIL SUBMITTALS ARE PREFERRED FOR THIS SOLICITATION at purchasing.bidbox@tpwd.texas.gov. If hard copies are submitted, Respondent shall submit to TPWD by one of the following methods:

6. EVALUATION AND AWARD

6.1. A contract will be awarded to the responsible Respondent(s) who submits the proposal determined to be the best value to the State and who meet all requirements included in this RFP.

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

U.S. Postal Service Overnight/Express Mail Hand Deliver

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

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

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

mailto:purchasing.bidbox@tpwd.texas.gov

RFP No. 802-27-77098 Page 16 of 50

6.3. Proposals may be withdrawn by written notice at any time prior to award.” It is standard for proposals to be able to be withdrawn prior to the closing date but usually must be honored from the time of closing until the stated offer period expires. Consider whether allowing withdrawals after the closing date is in the best interest of the state.

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 – Exhibit B - Price Sheet 15% Technical Proposal – Exhibit I - Technical Proposal 15% Qualifications, Experience, References, Capability, Facility, Equipment, Etc. Exhibit C – Company Profile, Exhibit E – Past Projects with Corresponding References, Exhibit F – Equipment List, Exhibit G – Certificate(s)/License(s)

35%

Expertise and ability of pilot and key personnel. Safety and effectiveness of wildlife survey operations. Exhibit D – Key Personnel, Exhibit H – Safety Records

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.

6.7.2. 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 the considered in the award. TPWD will make the final determination on the best value.

RFP No. 802-27-77098 Page 17 of 50

6.7.3. 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, Subsection 3.3 for Best Value criteria.)

RFP No. 802-27-77098 Page 18 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.

http://www.txsmartbuy.gov/esbd

RFP No. 802-27-77098 Page 19 of 50

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 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. Do not enclose in or attach response submission to sample.

2.5. The State will not be bound by any oral statement or representation contrary to the written specifications of this Solicitation.

2.6. Manufacturer's standard warranty shall apply unless otherwise stated in the solicitation.

3. AWARD OF A PURCHASE ORDER: Standard Purchase Order Terms and Conditions apply. If a conflict exists between the standard Purchase Order Terms and Conditions and specific language in this solicitation, the language in the solicitation shall prevail.

3.1. A response to a solicitation is an offer to Contract with TPWD based on the terms, conditions and specifications contained in the solicitation. Responses do not become Contracts unless and until they are accepted through an authorized TPWD designee by issuance of a Purchase Order.

3.2. This procurement will be conducted in accordance with the State Purchasing Act, Title 10, Subtitle D, Chapters 2151 through 2177, of the Texas Gov’t Code (TGC) and TPWD rules. Any Contract resulting from this procurement shall consist of one (1) document. This document will contain all of the rights and duties of the parties extracted from the relevant terms and conditions of this solicitation (including its attachments, exhibits, supplements, and addenda); the successful Contractor’s response; any TPWD request for a Best and Final Offer; and any successful Contractor’s Best and Final Offer, if applicable.

3.3. Best Value – TPWD will be the sole judge of best value. Award will be based on Best Value criteria and may include, but is not limited to:

3.3.1. Best meets the goals and objectives of the solicitation as stated above.

3.3.2. Best meets the quality and reliability of the proposed services.

3.3.3. Effect of the proposed solution on agency productivity.

3.3.4. Provides the most customer focused solution that will best meet the needs of the public.

3.3.5. Experience in successfully providing services in this solicitation.

3.3.6. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria in compliance with applicable provisions of Gov't Code §§2155.074, 2155.075, 2156.007, 2157.003, and 2157.125. Respondents may fail this selection criterion for any of the following conditions:

• The Vendor has a score less than C or Legacy Unsatisfactory in the Vendor

Performance System,

• Currently under a Corrective Action Plan through the Texas Comptroller of Public

Accounts (CPA),

• Having repeated negative Vendor Performance Reports for the same reason,

• Having Purchase Orders that have been cancelled in the previous 12 months for non-performance (i.e., late delivery, etc.).

RFP No. 802-27-77098 Page 20 of 50

3.3.7. Contractor performance information is located on the CPA web site at:

www.txsmartbuy.gov/vpts. CPA may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code §20.115), CPA may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of Contracts. Any such investigations shall be at the sole discretion of CPA, and any negative findings, as determined by CPA, may result in non-award to the Respondent.

4. UNIT PRICES: Respondents must price per unit shown. Unit prices shall govern in the event of extension errors.

5. FREIGHT: Quote Free on Board (FOB) destination, freight prepaid and allowed unless otherwise stated within the specifications.

6. DELIVERY:

6.1. Show number of days required to place material in receiving agency's designated location under normal conditions. Delivery days mean calendar days, unless otherwise specified. Failure to state delivery time obligates Respondent to deliver in 14 calendar days. Unrealistic delivery promises may cause solicitation to be disregarded.

6.2. If delay is foreseen, Contractor shall give written notice to the TPWD. Contractor must keep the TPWD advised at all times of status of order.

6.3. Default in promised delivery (without accepted reasons) or failure to meet specifications authorizes the TPWD to purchase supplies elsewhere and charge full increase, if any, in cost and handling to defaulting Contractor.

6.4. Substitutions: No substitutions permitted without written approval of TPWD.

6.5. Delivery shall be made during normal working hours only unless prior approval has been obtained from ordering agency. Normal working hours are 8:00 AM until 5:00 PM Monday through Friday except State and National holidays https://hr.sao.texas.gov/Holidays/

7. TESTING AND INSPECTION:

7.1. TPWD may test and inspect goods and services purchased under the Contract to ensure compliance with the specifications of this solicitation and the Contract. TPWD may also test and inspect goods and services before they are purchased under the Contract. Authorized TPWD personnel shall have access to the Respondent's place of business for the purpose of inspecting the goods. To the extent practical, TPWD inspections will not disrupt the Respondent's daily operations. Tests shall be performed on samples submitted with the Bid/Proposal or on samples taken from regular shipments.