ESBD_568556_1792690828623_802-27-77818 RFP Aerial Fixed-Wing Surveys Telemetry Services_Final.pdf

Texas Parks and Wildlife Department Purchasing and Contracting C-1

4200 Smith School Road Austin, Texas 78744

REQUEST FOR PROPOSALS

RFP No. 802-27-77818

Aerial Fixed-Wing Surveys and Telemetry Services

NIGP Class/Items: 905-28, 905-10

RFP Issue Date: October 22, 2026 Questions Due: October 30, 2026; 2:00 PM CT

VetHUB Notification Deadline: October 30, 2026 Answers Posted on ESBD: November 4, 2026

Proposal Due Date: November 12, 2026; 2:00 PM CT

Purchaser: Allye Potter, CPPB, CTCD 512-718-3703 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.

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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

8. TPWD Responsibilities

9. Performance Measures

10. Contractor Selection for Individual Projects

11. Adding New Products/Services to Contract After Award

12. Modifications of Contract Terms and/or Amendments

13. Price Adjustments

14. Insurance

15. State of Texas VetHUB Subcontracting Plan

16. Contract Administration

17. Invoicing and Payment

SECTION II – PROPOSAL REQUIREMENTS

1. Schedule of Events

2. Inquiries

3. Proposal Content

4. Proposal Submission

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5. Delivery of Proposals

6. Evaluation and Award

SECTION III – GENERAL TERMS AND CONDITIONS

EXHIBIT A – EXECUTION OF PROPOSAL

EXHIBIT B – VETHUB SUBCONTRACTING PLAN

EXHIBIT C – PRICE SHEET

EXHIBIT D – COMPANY PROFILE

EXHIBIT E – KEY PERSONNEL

EXHIBIT F – PAST PROJECTS WITH CORRESPONDING REFERENCES

EXHIBIT G – EQUIPMENT LIST

EXHIBIT H – TECHNICAL PROPOSAL

EXHIBIT I – CERTIFICATE(S)/LICENSE(S)

EXHIBIT J – SAFETY RECORDS

EXHIBIT K – RESPONSE SUBMISSION CHECKLIST

ATTACHMENT 1 – AIRCRAFT SAFETY BRIEFING CHECKLIST

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SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

Texas Parks and Wildlife Department (TPWD) is seeking proposals to establish a blanket contract(s) for the performance of statewide Aerial Fixed-Wing Surveys and Telemetry Services to designated on-site base camps in the state of Texas. Services shall be performed on an “as-needed” basis in accordance with the scope of work and terms and conditions as set forth herein. Contractor(s) shall provide all aircraft, pilots and personnel, equipment, consumables to include fuel, and any other need necessary or incidental to successfully complete the services specified herein.

2. BACKGROUND

2.1. The goal of pronghorn population monitoring in Texas is to utilize a survey method that will lead to the collection of comparable, defensible, and functional population data. Survey procedures must be efficient, and data should be accurate and precise within certain constraints. Based upon findings from our pronghorn survey evaluation research project conducted in 2014–2015, distance sampling using animal activity as a covariate generated estimates similar to mark-resight and provided measures of accuracy and variation. As such, distance sampling was the best method for pronghorn monitoring.

2.2. The specific objectives of pronghorn population surveys are to determine relative abundance and long-term population trends (number, density, distribution, and herd composition) of pronghorn by ecoregion (Trans-Pecos and Panhandle), estimate sex ratios and fawn production by ecoregion, detect a ± ten percent (10%) population change in each ecoregion, evaluate the impacts of hunting regulations and management actions on pronghorn populations, and issue hunting permits within pronghorn herd units.

2.3. Aerial pronghorn surveys shall be conducted by flying parallel transects throughout a herd unit in the

Panhandle and Trans-Pecos ecoregions. Herd units are defined as an area designated for the purpose of population monitoring and permit issuance containing similar pronghorn densities (during the timeframe of population surveys) and habitats. Some herd units are bounded by natural or man-made barriers that prevent or inhibit immigration/emigration. Other herd units are bounded by man-made infrastructure that facilitates a descriptive boundary but allows immigration/emigration. It is critical that fixed-wing aircraft used in distance sampling are capable of flying low-level surveys safely within ambient conditions of the local area (e.g., density altitude, terrain, wind, and turbulence). Another essential characteristic is an aircraft that affords each observer a good visibility platform.

2.4. Aerial telemetry services are needed to radio track and locate game species such as mule deer, bighorn sheep, aoudad, pronghorn, and turkey using a fixed-wing aircraft.

2.5. Coastal Goose surveys are conducted annually in the month of January.

2.5.1. Coastal goose survey is considered a cruise-type survey where the survey crew covers all known goose habitats, and a total count is obtained.

2.5.2. Survey uses fixed-wing aircraft only.

2.5.3. Mottled duck breeding survey is conducted annually in April along the Texas Gulf Coast. Fixed-wing aircraft are used to fly transects up and down the coast searching for breeding mottled ducks.

2.5.4. Survey crews cover sixteen thousand six hundred fifty-nine (16,659) square miles in total.

Annual breeding population estimates are generated to monitor the species

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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 identify qualified vendors and award multiple contracts for “as needed” Aerial Fixed- Wing Surveys and Telemetry Services. It is TPWD’s sole discretion to determine best value.

3.3. TPWD will evaluate proposals and award Contractor(s) as determined to be the best value and in the best interest of the State.

3.4. TPWD will identify individual projects as they become available by issuing a Scope of Work detailing the work to be performed for each project. TPWD will select a Contractor that is determined to provide the best value to the agency for each project. TPWD intends to select Contractors for individual projects based on (a) experience, location, availability, or low bid for the designated treatment area as determined to be in the best interest of TPWD and Contractor’s availability, or; (b) request project quote from one or more awarded Contractor(s) for a specific project, and select the Contractor that is determined to provide best value for the agency for each project. See also Section 10 for Contractor selection for individual projects.

4. CONTRACT TERM

4.1. Initial Contract Term: The contract shall commence on Date of Award and continue through August 31, 2027, unless sooner terminated under the terms of the contract.

4.2. Renewal Option: Contract may be renewed for up to four (4) additional one (1) year periods, provided both parties agree in writing prior to contract expiration date. Any renewals shall be in accordance with the original terms and conditions plus any approved changes. If renewal options are exercised, TPWD will provide a 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 under 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 by mutual consent of the parties.

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

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5. QUALIFICATIONS AND EXPERIENCE

5.1. Company Minimum Qualifications and Experience: Respondent (and awarded Contractor) shall meet the minimum qualifications specified below. If subcontractor(s) will be used to fulfill services for any portion of the Respondent’s proposal, Respondent’s years of experience cannot be combined with subcontractor(s)’ experience to meet minimum requirement. Refer to Section III – General Terms and Conditions, Paragraph 56 for subcontractor requirements:

5.1.1. Shall be engaged in the business of performing fixed-wing low-level aerial wildlife services, such as pronghorn and waterfowl surveys, and have experience in flying mountainous terrain at altitudes ranging from three thousand to six thousand (3,000 to 6,000) feet above sea level for a minimum of five (5) years within the past 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. Shall have available the necessary qualified personnel, skills, qualifications, organization, facilities, aircraft, equipment and supplies required to fulfill all requirements under this RFP and any resulting contract.

5.1.3. Shall be in good financial standing. TPWD reserves the right to request a copy of the Respondent’s audited or un-audited financial statement.

5.1.4. Shall have completed a minimum of three (3) projects within the last five (5) years. (Exhibit F)

5.1.5. Shall have experience with projects similar in size and scope of the project described herein.

5.1.6. The Respondent(s) must possess a Federal Aviation Administration (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 with Exhibit I – Certificate(s)/License(s). Documents must be current and remain valid throughout the entire contract term if awarded a contract.

5.1.7. Pilot Minimum Requirements:

5.1.7.1. Pilot must have a valid FAA Commercial Pilot License with a current medical certificate and must be approved under an Operator Air Carrier Certificate under Federal Aviation Regulations (FAR), Part 135. Respondent shall supply copies of this documentation with Exhibit I – Certificate(s)/License(s). Documents must be current and remain valid throughout the entire contract term if awarded a contract.

5.1.7.2. Pilot must have a minimum of two thousand (2,000) hours, pilot-in-command (PIC), in airplanes, of which one thousand (1,000) or more hours are logged conducting low-level wildlife surveys or other related work in a fixed-wing aircraft that will be used for pronghorn and waterfowl surveys as well as aerial telemetry. Within the Trans-Pecos, the pilot must have logged at least one thousand (1,000) hours of low-level wildlife survey or related work in mountainous terrain in an appropriate fixed-wing aircraft.

(Refer to Exhibit E – Key Personnel)

5.1.7.3. Pilot must meet current requirements allowing flight carrying passengers in the following conditions:

5.1.7.3.1. Visual Flight Rules (VFR) day – meaning operating an aircraft between the daylight hours (between sunrise and sunset), which requires a

RFP No. 802-26-77818 Page 7 of 58 simpler set of required aircraft instruments in comparison to nighttime flights.

5.1.7.3.2. Instrument Flight Rules (IFR) day – meaning operating an aircraft solely by reference to cockpit instruments and air traffic control (ATC) instructions based on visibility or weather conditions.

5.2. Aircraft Requirements: Contractor shall provide aircraft that meet the following minimum requirements and must be equipped as follows:

5.2.1. Aircraft shall be Cessna 180 or 182 minimum, Cessna 206, Kodiak 100 or Turbine Equivalent, or TPWD-approved equivalent.

5.2.1.1. Priority shall be given to aircraft that have all of the following: Fuel injection, gross weight of three thousand one hundred (3,100) pounds or greater, and turbocharging.

5.2.1.2. Due to the nature of the work, it is important that BOTH observers have adequate forward and side visibility.

5.2.1.3. It is essential that fixed-wing aircraft used in distance sampling are capable of flying low-level surveys safely within ambient conditions of the local area (e.g., density altitude, terrain, wind, and turbulence).

5.2.1.4. Must be equipped with a fully functional radio for FAA communication, as well as an emergency locator transmitter.

5.2.1.5. Must be equipped with fully functional intercom equipment to allow communication between the passengers and the pilot.

5.2.1.6. Must have the ability to power TPWD survey equipment of each observer with one or more auxiliary twelve-volt (12v) DC power outlets.

5.2.1.7. Must meet FAA regulations and standards as stipulated in FAR Part 135.

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

5.2.2. Requirements for Aerial Surveys:

5.2.2.1. Must have laser altimeters installed with digital readouts to facilitate distance sampling protocols.

5.2.2.2. Must be equipped with a global positioning system (GPS) for tracking survey transects and tracked animals.

5.2.2.3. Airplane struts must be marked for distance bands. Installing distance band markers (black tape or distance rods attached with telemetry bracket and three-inch (3”) letter stickers on struts) on airplanes shall occur 1 to 5 business days prior to surveys and take two (2) to three (3) hours for setup.

5.2.3. Requirements for Aerial Telemetry:

5.2.3.1. Contractor shall be responsible to have radio-telemetry antennas attached to the aircraft, capability for everyone in the aircraft to hear telemetry receiver, and switch box.

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5.2.3.2. TPWD shall have radio-telemetry receiver.

5.3. Safety Record:

5.3.1. Respondent 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, tabbed as Exhibit J – Safety Records.

5.4. Supporting Documentation: Respondent shall complete and submit Exhibit D – Company Profile, Exhibit E – Key Personnel, Exhibit F – Past Projects with Corresponding References, Exhibit G – Equipment List, Exhibit H – Technical Proposal, Exhibit I – Certificate(s)/License(s), and Exhibit J – Safety Records with proposal to provide documentation to support the above qualifications. (Refer to Section II, Subsection 3.) Upon request, Respondent shall provide additional documentation regarding their qualifications, ability, and capability. TPWD will be the sole judge in determining the sufficiency of the Respondent's resources and ability to perform the contract or provide the service.

6. SCOPE OF WORK AND SPECIFICATIONS

6.1. General Aerial Flight Requirements: These specifications apply to all flights under this section.

6.1.1. The configuration of the aircraft seating must be such that both observers have adequate forward and side visibility, and communication equipment shall provide clear and reliable communication between all occupants at all times.

6.1.2. Contractor shall have real-time flight-tracking capabilities that allow TPWD staff access to track aerial operations at all times during the scheduled flight.

6.1.3. Contractor shall provide enough fuel at the flight departure site(s) to ensure at least three (3) hours of flying time in the survey area each working day.

6.1.4. Aerial flights shall originate and terminate at the same designated base of operation. Alternate refueling locations may be used. Pilot and TPWD observers shall mutually agree upon alternate base of operation locations.

6.1.5. Aerial flights shall occur from sunrise to 2:00 PM with refueling breaks. Afternoon flights during the last three (3) hours of daylight shall occur only if a morning flight is not completed (i.e., only one survey flight shall occur each working day).

6.1.6. Contractor shall be contacted at least five (5) calendar days prior to the start of aerial flight to coordinate planned work activity.

6.1.7. A safety briefing shall be conducted by Pilot-in-Command prior to onset of each aerial flight. See Attachment 1 – Aircraft Safety Briefing Checklist.

6.1.8. In the event of inclement weather or other unsafe conditions, aerial flight shall be rescheduled for the earliest practical time by mutual agreement between TPWD observers and pilot. Any member of the flight crew can call off a flight due to unsafe conditions.

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

TPWD.

6.2. Aerial Pronghorn Surveys:

6.2.1. Contractor shall furnish a fixed-wing aircraft with the capability of safely carrying a minimum of two (2) TPWD observers and one (1) pilot to conduct one hundred thirty (130) hours of pronghorn

RFP No. 802-26-77818 Page 9 of 58 aerial surveys within pronghorn herd units in: Brewster, Culberson, Hudspeth, Jeff Davis, Midland, Pecos, Presidio, and Reeves counties in the Trans-Pecos region.

6.2.2. In addition, one hundred and forty (140) hours shall be flown in the Panhandle region within pronghorn herd units in: Borden, Carson, Cochran, Dallam, Deaf Smith, Garza, Gray, Hansford, Hartley, Hemphill, Hutchinson, Lipscomb, Lynn, Moore, Ochiltree, Oldham, Parmer, Potter, Roberts, Sherman, Scurry, Wheeler, and Yoakum counties.

6.2.3. Portions of other Trans-Pecos and Panhandle counties may be included by mutual agreement between TPWD observers and the pilot.

6.2.4. For the purpose of contract administration, the primary base of operation for these surveys shall be the Alpine, El Paso, Fabens, and Van Horn airports in the Trans-Pecos region.

6.2.5. Within the Panhandle, the primary bases of operation shall be Dalhart, Amarillo, Pampa, and Lubbock airports.

6.2.6. Aerial Surveys shall require approximately four (4) to six (6) daylight flying hours for an estimated total of one hundred thirty (130) and one hundred forty (140) flight hours for Trans-Pecos and Panhandle, respectively.

6.2.7. Must have a global positioning system (GPS) capable of uploading pronghorn herd units and survey transects to be flown.

6.3. Aerial Waterfowl Surveys:

6.3.1. Contractor shall furnish a fixed-wing aircraft with the capability of safely carrying a minimum of two (2) TPWD observers and one (1) pilot to conduct eighty (80) hours of waterfowl aerial surveys statewide.

6.3.2. For the purpose of contract administration, the primary base of operation for these surveys shall be determined when scheduling surveys.

6.3.3. Contractor shall provide enough fuel at the flight departure sites to ensure at least three (3) hours of flying time in the survey area each working day.

6.3.4. The aerial survey shall require approximately four (4) to six (6) daylight flying hours for an estimated total of eighty (80) flight hours.

6.3.5. Must have a global positioning system (GPS) capable of uploading waterfowl survey transects to be flown.

6.4. Aerial Telemetry Services:

6.4.1. Contractor shall furnish an airplane capable of safely transporting two (2) TPWD observers and one (1) pilot to conduct fifty (50) hours of Aerial Radio-Telemetry flights to locate radio-collared animals.

6.4.2. Respondent shall specify an all-inclusive price per hour of aerial telemetry. Related travel expenses, mileage, and ferry time shall be included in the price per hour (and shall NOT be priced separately).

6.4.3. Must have a global positioning system (GPS) capable of uploading research areas, last known collar locations, and documenting current locations of radio-collared animals to download after flight.

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6.5. Billable Rate:

6.5.1. The quoted hourly rate for flying time applies ONLY to those hours flown while conducting aerial surveys and performing associated activities (flying to and from the base of operation, refueling) and ONLY hours flown while conducting the survey and performing associated activities are billable.

6.5.2. Contractor is responsible for all other costs associated with the successful completion of the work contained herein.

6.5.3. Flight or ferry time for the following shall not be paid:

6.5.3.1. From the pilot’s home base to the designated survey’s base of operations or any ground support expenses.

6.5.3.2. From the ending designated survey’s base of operations to the pilot’s home base.

6.5.4. Respondent shall specify an all-inclusive price per hour for aerial telemetry services (ref. Exhibit C – Price Sheet). Related travel expenses, mileage, and ferry time shall be included in the price per hour (and cannot be priced separately).

7. CONTRACTOR REQUIREMENTS

7.1. 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 the TPWD is work outside the scope of this contract and shall be performed exclusively at Contractor’s risk.

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

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

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

7.5. 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.

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

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

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

7.9. Contractor may be required, on a project-by-project basis, 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.

7.10. Upon TPWD request, Contractor shall provide maintenance records such as proof of 100-hour inspections, annual inspection records, or check ride certifications upon TPWD request.

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7.11. 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 – Part 135.

8. TPWD RESPONSIBILITIES

8.1. TPWD will designate a Contract Manager and a Project Manager upon contract award.

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

8.3. TPWD may request and inspect the Contractor’s aircraft, maintenance and safety records, and/or licenses for compliance during the contract term.

8.4. TPWD may request the real-time location of the aircraft during the survey.

9. PERFORMANCE MEASURES

9.1. Contractor shall 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(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.

9.3. All survey activities shall be conducted safely and in full compliance with established flight protocols.

9.4. All aircraft survey equipment shall be operated correctly, safely, and in accordance with applicable requirements and best practices.

9.5. All telemetry flight operations shall be performed in a safe manner and consistent with approved operational guidelines.

10. CONTRACTOR SELECTION FOR INDIVIDUAL PROJECTS

10.1. TPWD will determine which, if any, areas require Aerial Fixed-Wing Surveys and/or Telemetry Services.

10.2. As specific projects become eligible, TPWD will develop a project Scope of Work and select a Contractor for each project by one of the following methods: (a) select Contractor from the awarded contracts based on experience, location, or availability for the service area as determined to be in the best interest of TPWD, or; (b) request project quote from one or more awarded Contractor(s) for a specific project. Each project will be awarded to the Contractor determined to provide best value to TPWD. It is TPWD’s sole discretion to determine best value.

10.3. TPWD will issue a detailed work order for each assigned project to the selected Contractor(s), to include the following documentation:

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10.3.1. Purchase Order

10.3.2. Map(s) showing areas of service

10.3.3. Project Scope of Work

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.

12.2. The Contract may only be modified or amended upon mutual written agreement of TPWD 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. PRICE ADJUSTMENTS

13.1. Extension Period Pricing: A price escalation may be allowed upon renewal provided the Vendor notifies TPWD Contracting Section, in writing. The price escalation shall correlate with an appropriate U.S.

government published index. Baseline index shall be the index published the month of award. Prices may be adjusted for each renewal period in accordance with changes in index over the preceding term. Failure to comply with these instructions may be grounds for disallowance of a price escalation as allowed herein.

13.2. Price Decreases: Price decreases will be allowed at any time. Contractor shall apply price decreases as soon as practicable following their determination. Any price reductions passed on to other customers shall be correspondingly offered at the same ratio to TPWD. Contractor’s failure to promptly notify TPWD of such industry-wide price decreases may constitute a breach of contract and the contract may be canceled.

TPWD reserves the right to award any canceled contract to the next lowest responsive Respondent or rebid, whichever is in TPWD’s best interest.

14. INSURANCE

14.1. 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

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

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Bodily Injury by Disease $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

14.2. 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.

14.3. 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.

14.4. Prior to the commencement of the job and not later than ten (10) business 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: Allye Potter / Purchasing & Contracting, Texas Parks & Wildlife Department, 4200 Smith School Road, Austin, Texas 78744; or purchasing.bidbox@tpwd.texas.gov.

15. STATE OF TEXAS VETHUB SUBCONTRACTING PLAN

15.1. Respondent must complete, sign, and submit a State of Texas Subcontracting Plan (Exhibit B) with their response submission. Failure to complete and submit the State of Texas Subcontracting Plan (Subcontracting Plan) with the response will result in disqualification from consideration. Refer to Section III – General Terms and Conditions, Paragraph 56 – Subcontractors for additional requirements.

15.2. In accordance with Texas Government Code (TGC) §2161.252 and 34 Texas Administrative Code (TAC) §20.14, TPWD has determined that subcontracting opportunities are probable under this contract, and that the contract value may exceed $100,000. This probability is based on VetHUB availability, VetHUB utilization, geographic location of the project, the contractual scope of work, or other factors. TPWD estimates the value of this contract to be greater than $100,000 and further sets the VetHUB subcontracting goal at .05 % of the contract’s value. (Refer to Exhibit B)

15.3. It is the Respondent’s determination if they choose to subcontract any of the work under the contract with a Texas Veteran Heroes United in Business (VetHUB) vendor or other businesses. The Respondent shall identify all proposed VetHUB and other subcontractors at the time of response submittal by completing and submitting the State of Texas Subcontracting Plan. Respondents must allow at least seven business days for response, excluding weekends and state holidays.

15.4. Respondents may access a list of VetHUB subcontractors who may be able to perform this work by searching the Centralized Master Bidder’s List (CMBL), as maintained by the Texas Comptroller of Public Accounts. The CMBL search page is located here:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do.

15.5. Respondents are highly encouraged to contact TPWD VetHUB Administration at 512-389-4784 or hub@tpwd.texas.gov for assistance with completing the Subcontracting Plan forms, obtaining VetHUB lists if web access is not possible, and/or further explanation of the TPWD VetHUB program. Respondents should request assistance from TPWD VetHUB prior to the VetHUB Notification Deadline specified in the Schedule of Events (Section II, Subsection 1). TPWD VetHUB Administration cannot guarantee same-day assistance on the VetHUB Notification Deadline date.

mailto:purchasing.bidbox@tpwd.texas.gov https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do mailto:hub@tpwd.texas.gov

RFP No. 802-26-77818 Page 14 of 58

15.6. VetHUB Subcontracting Plan (HSP) Prime Contractor Progress Assessment Report: After award of the contract, the Contractor shall report all VetHUB and non-VetHUB subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TPWD VetHUB Program no later than the 5th day of each month covering the prior month’s activity. The report shall be submitted monthly even during the months the Contractor is not invoicing TPWD. All payments made to subcontractors shall be reported. TPWD may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors. The PAR is also available at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

15.7. TPWD VetHUB Administration shall monitor the Contractor's compliance with the Subcontracting Plan and track subcontractor payments for reporting purposes. Non-compliance with, or failure to seek approval prior to changes to the originally submitted Subcontracting Plan, will result in a negative vendor performance report.

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:

17.1. Contractor to submit invoice(s) to: Accounts.Payable@tpwd.texas.gov

17.2. Invoices must show:

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

17.2.2. Name of receiving entity

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:Accounts.Payable@tpwd.texas.gov

RFP No. 802-26-77818 Page 15 of 58

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 the 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.

RFP No. 802-26-77818 Page 16 of 58

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: October 22, 2026 Questions Due: October 30, 2026; 2:00 PM CT

VetHUB Notification Deadline: October 30, 2026 Answers Posted on ESBD: November 4, 2026

Proposal Due Date: November 12, 2026; 2:00 PM CT Expected Contract Award Date: November 30, 2026

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:

Allye Potter, Purchaser Texas Parks & Wildlife Department 4200 Smith School Road Austin, Texas 78744

Contact Info:

Phone: 512-718-3703 Email: purchasing.bidbox@tpwd.texas.gov

2.2. CLARIFICATIONS: TPWD will allow written requests for clarification of this Solicitation. Questions must 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.gov/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 inquiries 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 http://www.txsmartbuy.gov/esbd

RFP No. 802-26-77818 Page 17 of 58 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. 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:

Respondents shall submit one (1) original copy of their proposal signed, including pricing (marked Original). In addition, Respondents should submit one (1) copy of their proposal without pricing.

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 – HUB Subcontracting Plan: Respondent must comply with and submit Exhibit B - HUB Subcontracting Plan.

3.2.3. Exhibit C – Price Sheet: Include completed Exhibit C – Price Sheet.

3.3. ADDITIONAL RESPONSE CONTENT:

Respondent shall include the following additional documentation in their response submission, or within one (1) 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 D – Company Profile: Include completed Exhibit D (or reasonable facsimile).

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

3.3.3. Exhibit F – Past Projects with Corresponding References: Include completed Exhibit F (or reasonable facsimile).

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

3.3.5. Exhibit H – Technical Proposal: Include Technical Proposal – tabbed Exhibit H (max 2 pages), including numbered responses corresponding to each of the items listed in Exhibit H.

3.3.6. Exhibit I – Certificate(s)/License(s): Include completed Exhibit I (or reasonable facsimile).

3.3.7. Exhibit J – Safety Records: Include completed Exhibit J (or reasonable facsimile).

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. 802-26-77818 Page 18 of 58

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 method specified in Section II, Subsection 5.

4.2. Late, illegible, or incomplete proposals will not be considered and will be marked as unresponsive.

4.3. Faxed proposals will NOT be considered.

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, using one of the methods specified 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

Respondents may use one of the following methods to submit their response to this RFP. HOWEVER, EMAIL

SUBMITTALS ARE PREFERRED FOR THIS SOLICITATION.

5.1. Email submittals must be emailed to Purchasing.BidBox@tpwd.texas.gov.

5.1.1. TPWD can only accept an attachment to the email and cannot accept a link to a file. Links to proposals in shared drives such as DropBox, Google, or any other clickable link are not an acceptable submission.

5.2. Hard copy submittals must be delivered using one of the methods shown in the table below:

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 – 5:00 PM

5.2.1. 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.

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 solicitation.

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

mailto:Purchasing.BidBox@tpwd.texas.gov

RFP No. 802-26-77818 Page 19 of 58

6.3. Proposals may be withdrawn by written notice at any time prior to the closing date and time. An e-mail to the purchaser’s name, identified in Section II, Subsection 2 above, will be acceptable as a written notice for withdrawal. 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 Company Minimum Qualifications Pass/Fail Current FAA Commuter or On Demand Operator Certificate Pass/Fail State of Texas Subcontracting Plan Pass/Fail

Compensation and Fees – Exhibit C - Price Sheet 15% Technical Proposal – Exhibit H - Technical Proposal 15% Qualifications, Experience, References, Capability, Facility, Equipment, Etc.

Exhibit D – Company Profile, Exhibit F – Past Projects with Corresponding References, Exhibit G – Equipment List, Exhibit I – Certificate(s)/License(s)

30%

Expertise and ability of pilot and key personnel. Safety and effectiveness of wildlife survey operations.