FWC 24.25-68 Final.pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

INVITATION TO BID

FWC 24/25-68

AVIATION SERVICES FOR WILDLIFE SURVEYS FOR NORTHWEST REGION

ITB BIDDER ACKNOWLEDGEMENT FORM

Purpose: The intent of this bid is to obtain competitive pricing for aviation services for bald eagle and wading bird surveys at Apalachicola River WEA, Box-R WMA, Joe Budd WMA, Aucilla WMA and L. Kirk Edwards WEA., per the specifications contained herein. Only responsive and responsible Contractors will be considered for award of this

Invitation to Bid (ITB).

Responsive: To be responsive, a bid must constitute a definite, firm, unqualified and unconditional offer to meet all of the material terms of this ITB. Material terms are those that could affect the price, quantity, quality, or delivery. Also included as material terms are those which are clearly identified in this ITB and which, for reasons of policy, must be complied with at risk of bid rejection for non-responsiveness.

Non-Responsive: Any submission that does not comply with this ITB in any way, does not contain all the properly signed forms, supplements or deviates from the Bid requirements or has an incomplete Price Sheet may be considered nonresponsive at the discretion of the Procurement Manager.

Responsible Companies: The Commission shall only consider responsible companies. Responsible companies are those that have, in the sole judgment of the Commission, the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The Commission may also consider references and quality to determine the responsibility of the bid. The Commission reserves the right to use any information, whether supplied through the Bidder’s submission or otherwise obtained, in determining responsibility.

Rejection of Bids: The Commission reserves the right to reject any and all bids and to waive any minor irregularity in the submissions received in response to this ITB. The Commission reserves the right to consider all information, whether submitted or otherwise, to determine responsiveness and responsibility and to reject bids accordingly.

Name of Business: ____________________________________________________________________________________________________

Contact Person Name: _________________________________________________________________________________________________

Business Address: ____________________________________________________________________________________________________

City: ____________________________ State: _____________________________ Zip code: ______________________________________

Phone: ___________________________ Fax: _______________________________ Email: ______________________________________

Federal Employer Identification Number: ____________________

The undersigned attest to the following:

“We understand all of the terms, conditions and the specifications contained herein and agree to abide by all of the terms, conditions and the specifications in their entirety.

Authorized Signature (Manual): ________________________________________________________________________________________

Authorized Signature Name (Typed) and Title: __________________________________________________________________________

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 2 of 60

CALENDAR OF EVENTS

FWC 24/25-68

SCHEDULE DUE DATE METHOD

Bid Advertised March 27, 2025 Posted on the Vendor Information Portal

(VIP)

Deadline for Questions

Must be received

PRIOR to:

April 3, 2025

@ 5:00 PM ET

See Solicitation Questions Clause

Anticipated date for Responses to Written Questions April 9, 2025 Posted on the Vendor Information Portal

SEALED BIDS DUE

(REMEMBER: The bid number should be clearly marked on envelope)

Must be received

PRIOR to:

April 16, 2025

@ 4:00 PM ET

Mailing Address:

Florida Fish & Wildlife Conservation

Commission

Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32311-6160

Submissions are due BEFORE the date and time of the public opening.

Public Bid Opening April 16, 2025

@ 4:00 PM ET

Public Opening Options for Attendance:

-In Person-

1875 Orange Ave E

Tallahassee, FL 32311-6160

-Teleconference-

Conference call phone number:

1.888.585.9008

Conference room number: 218-721-199

Anticipated Date of Intended

Award April 22, 2025 Posted on the Vendor Information Portal https://vendor.myfloridamarketplace.com/

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 3 of 60

GENERAL CONDITIONS

FWC 24/25-68

The Florida Fish and Wildlife Conservation Commission’s (FWC or Commission) mission is to manage fish and wildlife resources for their long-term well-being and the benefit of people. The Commission administers six (6) major programs including habitat and species conservation, freshwater fisheries management, law enforcement, marine fisheries management, hunting and game management and fish and wildlife research.

A Bidder submitting a bid shall be registered in the MyFloridaMarketPlace (MFMP) system and where required, the Sunbiz system prior to the bid opening. Business entities which must be on file with Sunbiz include the following foreign and domestic entities: Corporations for and not for profit, Limited Liability

Companies (LLC), Limited Partnerships (LP) including Limited Liability Limited Partnerships (LLLP), and organizations doing business under a fictitious name (DBA). A Bidder may not be considered for an award, if not registered in the MFMP and Sunbiz system. The Bidder’s registration address and federal employer identification (FEID) number should match the Bidder’s address and FEID number listed on the

Bidder Acknowledgment form (page 1).

Certified Minority-owned, Woman-owned and Service-Disabled Veteran Business Enterprises, as certified by the State of Florida Office of Supplier Development, are encouraged by the Commission to participate in the bidding process.

Bids from Bidders shall include all necessary equipment to complete the job. The bidder is required to supply all specified documentation when submitting a bid for this project.

Please note:

• The terms “Contract,” “Agreement” and “Purchase Order” are used interchangeably in the document.

• The terms “Commodities” and “Goods” are used interchangeably in the document.

TERMS AND CONDITIONS

PUR 1000 and PUR1001 are hereby incorporated by reference. PUR1000 and PUR1001 can be found at the

Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purc hasing_pur_forms

The following terms and conditions take precedence over the PUR1001 and PUR1000 forms where applicable. The Commission objects to and shall not consider any additional terms or conditions submitted by a Bidder or Contractor, including any appearing in documents attached as part of a Bidder’s response.

In signing and submitting its bid, a Bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a bid, shall be grounds for rejecting a bid.

The terms and conditions of Attachment A, Purchase Order Terms and Conditions, are hereby incorporated into this solicitation. Any contract resulting from this solicitation will include the terms and conditions of this solicitation and the terms and conditions contained in Attachment A.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 4 of 60

PROCUREMENT MANAGER

John Nordmeyer john.nordmeyer@myfwc.com

TERM

The contract will be effective three years upon issuance of Purchase Order.

If circumstances constituting Force Majeure have occurred, or if anything occurs beyond the Contractor’s control, the Contractor shall submit an extension request in writing. The Project Manager and Contract

Manager will review the extension request and if they determine it is justified, will forward to the Bid

Request Inbox (bidrequest@myfwc.com) for procurement review and approval/disapproval.

RENEWAL

The Commission has the option to renew this Contract on a yearly basis for a period up to three (3) years after the initial Contract period upon the same terms and conditions contained herein. Pursuant to Sections

287.057(1)(a)2., and 287.057(1)(a)3., Florida Statutes (F.S.), each Bidder shall supply a price for each year that a contract may be renewed. Evaluation of bids shall include consideration of the total cost of the contract, including the total cost for each renewal year, as submitted by the Bidder.

Exercise of the renewal option is at the Commission’s sole discretion and shall be conditioned, at a minimum, on the Contractor’s satisfactory performance of this Contract and is subject to the availability of funds. The Contractor if it desires to exercise this renewal option will provide written notice to the

Commission no later than thirty (30) days prior to the Contract expiration date. The renewal term shall require written approval from the Commission’s Procurement Manager.

SUBCONTRACTS

Subcontracting IS NOT permitted pursuant to the Terms and Conditions of the Purchase Order.

DIVERSITY

The Commission is committed to supporting Florida’s diverse business industry and population through ensuring participation by minority, women, and veteran-owned business enterprises in the economic life of the state. The State of Florida Mentor Protégé Program connects minority, women, and veteran-owned business enterprises with private corporations for business development mentoring. We strongly encourage contractors doing business with the State of Florida to consider this initiative. For more information on the

Mentor Protégé Program, please contact the Office of Supplier Development at (850) 487-0915 or osdinfo@dms.myflorida.com.

FWC encourages diversity in its procurement program and requests that all subcontracting opportunities afforded by this solicitation enthusiastically embrace diversity. The award of subcontracts should reflect the vast array of citizens in the State of Florida. Bidders can visit the Office of Supplier Development website for information on certified business enterprises that may be considered for subcontracting opportunities.

VERBAL INSTRUCTION PROCEDURE

Bidders may not consider any verbal instructions as binding upon the Commission. No negotiations, discussions, or actions shall be initiated or executed by the Bidder as a result of any discussion with any

Commission employee. Only those communications from the Commission that are in writing, may be considered as a duly authorized expression on behalf of the Commission.

mailto:bidrequest@myfwc.com?subject=Extension%20Request https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program mailto:osdinfo@dms.myflorida.com https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 5 of 60

SOLICITATION QUESTIONS

Any questions from Bidders that require an official FWC answer concerning this project shall be submitted in writing to the Procurement Manager. This includes specification inquiries, such as questions or requests for additional or altered terms and conditions. Questions to the Procurement Manager shall not constitute formal protest of the specifications or of the solicitation. Questions must be received no later than the date and time specified in the Calendar of Events (Page 2). Questions may be sent via email with the solicitation number in the subject line. It is the responsibility of the bidder to confirm receipt of questions if needed.

If questions are received, an addendum will be issued and shall be posted on the Vendor Information Portal

(https://vendor.myfloridamarketplace.com).

LIMITATION ON BIDDER CONTACT DURING SOLICITATION PERIOD

Bidders to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the Commission posting the notice of intended award, (i.e., the 72-hour posting period excludes Saturdays, Sundays, and state holidays) any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

BIDDER SPECIFICATION CHALLENGE

Any protest concerning the specifications of this solicitation shall be made in accordance with PUR1001, paragraph 20, “Protests”. A notice of protest of the solicitation documents shall be made within seventy-two hours after the posting of the solicitation. Failure to file a protest within the time prescribed in Section

120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

ADDENDUMS

If the Commission finds it necessary to supplement, modify or interpret any portion of the specifications or documents or answer any Bidder questions during the ITB period an addendum shall be posted on the

Vendor Information Portal internet site. Each Bidder is responsible for monitoring the Vendor Information

Portal website (https://vendor.myfloridamarketplace.com) for new or changing information relative to this procurement. The Commission bears no responsibility for any delays, or resulting impacts, associated with a

Bidder’s failure to obtain the information made available through the Vendor Information Portal.

BIDDER ACKNOWLEDGMENT

In order for this bid to be valid, the bid must be completed in its entirety, signed by the Bidder and returned, as part of the bid or the bid will be rejected. By affixing your signature to the ITB Bidder Acknowledgement

Form (page 1), the Bidder hereby states that the Bidder has read all bid specifications and conditions and agrees to all terms, conditions, provisions, specifications, and is currently licensed to do business within the

State of Florida, if required by State or Federal Law, for the services or commodities the Bidder will provide the Commission under these bid specifications.

REFERENCES

Each prospective Bidder shall provide a minimum of three (3) references for similar projects completed.

Current contact names and phone numbers shall be included with the bid package. See the attached references form for more detail.

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EQUAL BIDS

In the event that there is no multiple award contemplated in the ITB, and the Commission receives equal bids eligible for award, the Commission will comply with the following, as applicable: sections 287.057(12), 287.082, 287.087,287.092, 295.187(4)(a), and 295.187(4)(b), F.S. In order to clarify the Bidders’ status with regard to the applicable statutory preference requirements, the Commission may request information from

Bidders with equal bids. A Bidder will not be permitted to amend or supplement its Bid in response to such request for clarification. If the tie has not been broken by application of the aforementioned statutes, the

Commission will proceed with a random selection to decide the award.

SUPPORTING/SUPPLEMENTAL INFORMATION

The Commission requires that bidders submit all required technical, specification, and other supporting information with their bid, so that a detailed analysis and determination can be made, by the Contract

Manager that the product/service offered meets this ITB’s specifications and that other requirements of this ITB have been met. However, provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the Commission reserves the right to request supplemental information from the bidder after the bids have been opened to ensure that the products/services offered completely meet this

ITB’s requirements. The requirement for such supplemental information will be at the reasonable discretion of the Commission and may include the requirement that a bidder will provide a sample product(s) so that the Commission can make a first-hand examination and determination.

A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the Commission, will cause the Commission to consider the Contractor non-responsive and reject the

Contractor’s bid.

CONFIDENTIALITY/PUBLIC RECORDS LAW

Bidders are cautioned that Florida law generously defines what constitutes a public record and grants broad rights of public access to those records; see, for example, section 119.07, F.S. If a Bidder believes that its response contains information that is confidential or exempt from disclosure under Florida Law, the Bidder shall clearly segregate and mark that information (for example, stamp each page "Confidential" and place it in an envelope marked "Confidential") and briefly describe in writing the grounds and specific legal citations for claiming exemption from the public records law. If after the notice of intended decision or thirty

(30) days after bid opening, whichever is earlier, the Commission receives a public record request related to the solicitation, the Commission will provide copies of public records that are not exempt to the requester.

The Commission will endeavor to provide notice to the Bidder of all public records requests received related to documents provided by the Bidder that were marked pursuant to this paragraph. In no event shall the

Bidder hold the Commission or any of its employees or agents liable for disclosing, or otherwise failing to protect the confidentiality of, information submitted in response to this solicitation.

MAILING INSTRUCTIONS

All bids shall be submitted in a SEALED ENVELOPE addressed to:

Florida Fish and Wildlife Conservation Commission

Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32311-6160.

The envelope shall be plainly marked on the outside with: BID NUMBER, DATE AND TIME OF THE BID

OPENING.

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THE COMMISSION IS NOT RESPONSIBLE FOR THE OPENING OF ANY ENVELOPES THAT ARE NOT PROPERLY

MARKED.

PLEASE NOTE: The Commission’s official business hours of operation are 8:00 AM–5:00 PM ET, exclusive of Saturdays, Sundays and state holidays. Selecting delivery services, such as next day first delivery, may result in attempted delivery prior to opening or closing, and the Commission will not be available to accept those deliveries. THE COMMISSION IS NOT RESPONSIBLE FOR LATE SUBMISSIONS DUE TO COMPLICATIONS

RELATED TO SELECTED DELIVERY SERVICES. DIGITAL SUBMISSIONS SHALL BE DEEMED NON-RESPONSIVE

AND SHALL NOT BE ACCEPTED.

SOLICITATION PUBLIC OPENING

The public opening of this bid will be conducted at the date, time and method specified on the Calendar of

Events (Page 2). BIDS RECEIVED AFTER THE SPECIFIED DATE AND TIME WILL BE REJECTED.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any bid/proposal documents or the attendance at any related meeting or bid/proposal opening. If accommodations are needed because of a disability, please contact the Purchasing Section at (850) 488-6551 at least three (3) workdays prior to the opening.

AWARDED BID/INSPECTION

The Commission will award the bid to the responsive, responsible bidder who submits the lowest bid price.

If deemed necessary, an interview with the bidder by the Contract Manager may be required before the bid is awarded.

The Commission reserves the right to inspect the prospective Contractor’s materials and background record prior to making an award of the Contract. If the Contract Manager determines the lowest bidder does not have sufficient experience, equipment, etc. to meet the specifications of this ITB, the Commission reserves the right to reject the bidder and evaluate the next lowest bidder.

POSTING OF BID TABS

Bid Tabulations with Contractors identified as awarded bidders will be posted electronically as Agency

Decisions on the Department of Management Services Vendor Information Portal as a Public Notice. The

Agency Decision may be viewed at https://vendor.myfloridamarketplace.com, and will remain posted for a period of 72 hours. Failure to file a protest within the time prescribed in Section 120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

Awarded Bidders are instructed not to proceed until a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice is given to the Contractor by the Commission. A company or person who proceeds prior to receiving a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice from the Commission does so without a contract and at their own risk.

Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until thirty (30) days after opening the bids, proposals, or final replies, whichever is earlier.

https://vendor.myfloridamarketplace.com/ http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0119/Sections/0119.07.html

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 8 of 60

SCOPE CHANGES AFTER CONTRACT EXECUTION

The Commission shall provide written notice to the successful bidder thirty (30) days in advance of any

Commission required changes to the technical specifications and/or scope of service that affect the successful bidder’s ability to provide the service as specified herein. Any changes that are other than purely administrative changes will require a change order.

FWC CONTRACT MANAGER

The FWC employee identified as the Contract Manager shall perform the following on behalf of the FWC:

• review, verify, and approve receipt of services/deliverables from the Contractor;

• submit requests for change orders/amendments/renewals, if applicable;

• review, verify, and approve invoices from the Contractor; and, if applicable, complete the

Certificate of Contract Completion form; and

• maintain an official record of all correspondence between the Commission and the Contractor and forward the original correspondence to the Procurement Manager for the official file.

DELIVERABLES

The following services or service tasks are identified as deliverables for the purposes of the subsequent

Contract:

a. Performance of all services set forth in the Scope of Work.

b. Submission of all invoicing, supporting documentation, Corrective Action Plans and reports.

LIQUIDATED DAMAGES

If the Contractor fails to complete the work or the conditions of the Purchase Order and/or Change Orders by the completion date, the Commission shall have the right to deduct liquidated damages from any amount due and payable to the Contractor. Liquidated damages shall be assessed in the amount of $100.00 per calendar day of delay. Exceptions to this provision may be made if a delay is attributable to circumstances that are clearly beyond the control of the Contractor. The burden of proof of unavoidable delay shall rest with the Contractor and shall be supplied in a written form and submitted to the Contract Manager.

MATERIAL AND EQUIPMENT ON COMMISSION PROPERTY

If the Commission allows the Contractor to have project materials or equipment delivered to and/or stored upon the Commission-managed or owned property before, during, or after the term of the project, the

Contractor will be fully and solely responsible for all expenses and liability incurred as a result of the delivery or storage. Should the Commission, in its sole discretion, determine that any project materials or equipment stored on its property must be moved in response to an emergency, the Contractor shall hold harmless, indemnify, defend, and may be responsible for costs of any reasonably necessary actions taken by the Commission.

AUTHORIZED COMPENSATION

It is understood and agreed that all compensation under this ITB is specifically limited to the Contractor’s bid price accepted by the Commission, and to the specific procedure for payment established in this ITB and the Purchase Order executed pursuant to it. The Commission is not liable for any costs, fees, expenses or any other compensation whatsoever incurred or charged by the Contractor, other than the bid price paid for the work specifically described in the Scope of Work, which work is actually accomplished and invoiced

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 9 of 60 by the Contractor subsequent to the Commission’s notice to proceed (or other notice to begin work). Thus, the Commission is not liable for any costs incurred or charged by the Contractor in anticipation of responding to, or performing work described in, this ITB including, but not limited to, equipment or personnel procured by the Contractor in anticipation of such work. The Commission is not responsible to the Contractor for any loss or damages resulting from circumstances unforeseen at the time of publication of this ITB including, but not limited to, those resulting from a “force majeure”.

ADDITIONAL LEGAL REQUIREMENT

All corporations seeking to do business with the State shall, at the time of submitting a bid, be on file with the Department of State in accordance with provisions of Chapter 607, F.S.; similarly, partnerships seeking to do business with the State shall, at the time of submitting such bid, have complied with the applicable provisions of Chapter 620, F.S. For further information on required filing and forms, please go to the following sites: http://sunbiz.org or http://dos.myflorida.com.

USE OF CONTRACT BY OTHER STATE AGENCIES AND ELIGIBLE USERS

As provided in Chapter 60A-1.045, Florida Administrative Code (F.A.C.), and Section 287.042(16), F.S., other State of Florida agencies may purchase from the resulting contract of this ITB, provided that the

Department of Management Services has determined the contract’s use is cost effective and in the best interest of the State, and with the Contractor’s consent.

Other State of Florida governmental entities and eligible users may also request of the Contractor to be able to use this contract. If the Contractor agrees to other entities to utilize this ITB contract, such agencies shall coordinate their use of this contract with the Florida Fish and Wildlife Conservation Commission in order to reduce scheduling conflicts.

CONDITIONS AND SPECIFICATIONS

The bidder is required to examine carefully the conditions and specifications of this bid and to be thoroughly informed regarding any and all requirements of the conditions and specifications.

http://www.sunbiz.org/ http://dos.myflorida.com/

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 10 of 60

SCOPE OF WORK

FWC 24/25-68

AVIATION SERVICES FOR WILDLIFE SURVEYS FOR NORTHWEST REGION

PURPOSE

The agency has diverse aviation needs to collect various types of natural resource inventory/monitoring data. The purpose of this invitation to bid is to procure the rental of helicopters along with qualified pilots to assist the agency in wildlife surveys on the Apalachicola River WEA, Box-R WMA, Joe Budd WMA, Aucilla WMA and L. Kirk Edwards WEA (Figure 1), per the following specifications..

1. INITIAL TERM COMPLETION DATE

1.1. The contract shall be effective for three years upon issuance of the first Purchase Order.

2. HELICOPTER – EQUIPMENT AND WORK TYPE

2.1. Flights involve slow and low-level flying to permit Commission employees, or their agents, to accurately locate, identify, and log locations of bald eagles/wading birds and their nests or to collect other information while airborne. Because of the inherent dangers of low-level, low-speed flight and hovering, out of ground effect and high mid-day temperatures over water bodies during summer, and vegetation in close proximity during flights, the Commission requires the use of turbine helicopters. Only Bell Jet Rangers or Commission approved equivalent turbine helicopters (Alouette

II) with a three-passenger minimum transport capacity will be considered for this bid.

2.2. The vendor must submit with their bid photocopies of the current Standard Airworthiness

Certificate, 14 CFR Part 135 Air Carrier Operator Certificate, and proof of registration for the helicopters to be used.

2.3. Each helicopter used shall be equipped with a pilot and passenger two-way intercom system and may need to be capable of allowing the passenger to transmit to the ground, if requested by

Commission employees. Each helicopter shall be equipped with a GPS unit capable of being programmed with at least 50 “waypoints” and used to navigate to within 100 feet of those points. In addition, the GPS unit will need to accommodate the accurate flying of low level transects during the wading bird surveys.

2.4. Doors of the helicopter must be removable and may be removed to improve visibility during surveys.

2.5. Helicopters will have sufficient flight endurance for 2.5 hours of continuous flight before refueling.

3. PERIOD OF PERFORMANCE AND NUMBER OF FLIGHT HOURS

3.1. The period of performance for this bid is for a period of three (3) years from the date of award with the option to renew on a yearly basis for three (3) additional years as stated in the Renewal Clause.

The Commission estimates that approximately 22 flight hours will be required, on an annual basis with some surveys conducted on a triennial basis, during the period of performance, as documented in Sample A. However, fewer or greater than this number of flight hours may be needed, due to budgetary constraints, changes in project priorities, and other unspecified reasons.

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 11 of 60

3.2. The total hours in Sample A represent estimated, projected flight hours actually performing surveys as described herein. The Commission will only pay for flight time directly attributed to performing surveys and when Commission employees are being transported in the helicopter, as documented by HOBBS or HOUR meter readings by Commission employees. The Commission will not pay for any ferry time to refuel, travel to the airport, travel between areas (jobs), travel to and from home bases, and any other flight time expended by the vendor that is not directly attributed to performing surveys, overnight travel, meals, rental vehicles, or mileage. Vendors should contact specific project managers to assess whether overnight travel is necessary to meet the project’s flight needs.

4. SCHEDULING, AVAILABILITY, AND FACILITY REQUIREMENTS

4.1. The Commission will try to schedule flights well in advance of the flight. It may be sometimes necessary, however, to make flights with very little advance notice to the vendor. Helicopters and pilots shall be available to the Commission at any time of the day or day of the week, including holidays, and no later than 48 hours after being requested. The late December bald eagle surveys for Apalachicola River WEA and Aucilla WMA (Project 1) may be combined into a single survey day for efficiency. Wading bird flights for Projects 3 & 4 (Apalachicola River WEA and Aucilla WMA) can be scheduled consecutively (back to back) for the late April and then again for the late May surveys to reduce “deadhead” travel time for the Contractor.

4.2. It is very important that the information required from routine survey flights be collected according to the Commission’s time schedules. The Commission, therefore, requires the vendor to have adequate resources to meet the needs specified in Sample A, which may occur during periods when some of the vendor’s resources are not available due to maintenance, scheduling conflicts, or other reasons. The vendor shall have available a minimum number of helicopters and pilots, including one

(1) serving as a backup, meeting the specifications and needs identified for the projects listed in this bid and in Sample A and for which a bid has been provided. The vendor also shall have unrestricted access to a FAA-certified mechanic to ensure any helicopter maintenance is handled as quickly and safely as possible.

4.3. Helicopters, pilots, and any refueling equipment should be scheduled/positioned to minimize the amount of “deadhead” time on a given day’s survey, thus providing up to seven (7) hours of actual survey time, if needed. This may necessitate pilots lodging near survey areas on occasion.

5. EXPERIENCE AND SAFETY FACTORS

5.1. Pilots supplied by the vendor shall be FAA certified with the following ratings: commercial pilot in rotorcraft-helicopter. Pilots shall possess a current Class I or II Medical Certificate and meet instrument currency requirements. Pilots shall have the following: (1) a minimum of 1,000 hours as

Pilot-In-Command (PIC); (2) a minimum of 500 hours in the category and class of helicopter to be used; (3) a minimum of 100 hours in the make and model of helicopter to be used; and (4) a minimum of 100 hours experience in flight performance that enables Commission employees, or their agents, to accurately locate, identify, and log locations of bald eagles/wading birds and their nests or to collect other resource-related information from the air.

5.2. The vendor must supply photocopies from log book(s) or a notarized statement to document each pilot’s experience as required in the paragraph above and a photocopy of the pilot’s current Class I or II Medical Certificate with the bid.

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 12 of 60

5.3. Pilot substitutions may not be made except under extraordinary circumstances with prior

Commission approval, provided the substitute pilot(s) meet the above criteria. Maintenance records of specific helicopter(s) must be made available from the vendor upon request by the Commission.

The Commission reserves the right to inspect aircraft for compliance with bid specifications prior to award of bid.

5.4. Pilot flight time cannot exceed eight (8) hours in any 24-hour period. It will be the responsibility of the pilot-in-command to determine if he and his crew have reached an unsafe fatigue level. The safety of the flight shall be the first consideration and final criterion for all flight operations

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6. MAPS AND FIGURES

6.1. Figure 1: Aerial Wildlife Survey Project Areas

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7. ADDITIONAL ATTACHMENTS

7.1. Sample A

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7.2. Sample B

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 16 of 60

PRICE SHEET

FWC 24/25-68

CONTRACTOR SHALL NOT ALTER THE PRICE SHEET IN ANY WAY.

Price quoted shall not contain any Federal or State sales or use taxes. The bidder recognizes that the State of Florida, by virtue of its sovereignty, is not required to pay taxes on services, goods and/or equipment purchased incident to such service. Quoted price shall include all necessary items to complete the project.

ALL ITEMS SHALL BE BID OR THE BID WILL BE REJECTED. THE BID WILL BE AWARDED TO THE RESPONSIVE, RESPONSIBLE

BIDDER THAT SUBMITS THE LOWEST TOTAL PRICE. PURSUANT TO SECTIONS 287.057(1)(a)1. AND 287.057(1)(a)2., F.S., EACH

CONTRACTOR SHALL SUPPLY A PRICE FOR EACH YEAR THAT A CONTRACT MAY BE RENEWED (SEE RENEWAL CLAUSE). NO

MINIMUM AMOUNT OF WORK IS GUARANTEED UNDER THIS CONTRACT. THE AMOUNT MAY BE INCREASED OR DECREASED

BY FWC TO TAKE ADVANTAGE OF ADDITIONAL FUNDING OR TO STAY WITHIN BUDGET CONSTRAINTS. IF ONLY A PORTION

OF THE PROJECT CAN BE COMPLETED DUE TO COST OR OTHER CONSTRAINTS, FWC SHALL HAVE SOLE DISCRETION IN

DESIGNATING THE SPECIFIC PORTION OF THE PROJECT AREA TO BE COMPLETED.

Job 1: Apalachicola River WEA / Box-R WMA

Bid Price Per Hour: Number of Years in Term:

Anticipated Flight Hours

Per Year*:

Job 1 Extended Price Per

Term (Bid Price Per Hour x Number of Years in

Term x Anticipated Flight

Hours Per Year):

Initial Term $_________________/hr 3 4 $____________________

Renewal Year 1 $_________________/hr 1 4 $____________________

Renewal Year 2 $_________________/hr 1 4 $____________________

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 17 of 60

Renewal Year 3 $_________________/hr 1 4 $____________________

A. Total Job 1 Price for Initial Term and All Renewal Years (Sum of all Job 1 Extended Prices Per Term): $____________________

Job 2: Job 2: Aucilla WMA / L. Kirk Edwards WEA

Anticipated Flight Hours

Per Year*:

Job 2 Extended Price Per

Term (Bid Price Per Hour x Number of Years in

Term x Anticipated Flight

Hours Per Year):

Initial Term $_________________/hr 3 2 $____________________

Renewal Year 1 $_________________/hr 1 2 $____________________

Renewal Year 2 $_________________/hr 1 2 $____________________

Renewal Year 3 $_________________/hr 1 2 $____________________

B. Total Job 2 Price for Initial Term and All Renewal Years (Sum of all Job 2 Extended Prices Per Term): $____________________

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 18 of 60

Job 3: Joe Budd WMA (triennial survey)

Bid Price Per Hour:

Number of Active Years in

Term:

Anticipated Flight Hours

Per Year*:

Job 3 Extended Price Per

Term (Bid Price Per Hour x Number of Active Years in Term x Anticipated

Flight Hours Per Year):

Initial Term $_________________/hr 1 2 $____________________

Renewal Year 1 $_________________/hr 1 2 $____________________

C. Total Job 3 Price for Initial Term and All Renewal Years (Sum of all Job 3 Extended Prices Per Term): $____________________

Job 4: Apalachicola River WEA / Box-R WMA:

Bid Price Per Hour: Number of Years in Term Anticipated Flight Hours

Per Year*:

Job 4 Extended Price Per

Term (Bid Price Per Hour x Number of Years in

Term x Anticipated Flight

Hours Per Year):

Initial Term $_________________/hr 3 8 $____________________

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 19 of 60

Renewal Year 1 $_________________/hr 1 8 $____________________

Renewal Year 2 $_________________/hr 1 8 $____________________

Renewal Year 3 $_________________/hr 1 8 $____________________

D. Total Job 4 Price for Initial Term and All Renewal Years (Sum of all Job 4 Extended Prices Per Term): $____________________

Job 5: Aucilla WMA / L. Kirk Edwards WEA

Anticipated Flight Hours

Per Year*:

Job 5 Extended Price Per

Term (Bid Price Per Hour x Number of Years in

Term x Anticipated Flight

Hours Per Year):

Initial Term $_________________/hr 3 6 $____________________

Renewal Year 1 $_________________/hr 1 6 $____________________

Renewal Year 2 $_________________/hr 1 6 $____________________

Renewal Year 3 $_________________/hr 1 6 $____________________

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 20 of 60

E. Total Job 5 Price for Initial Term and All Renewal Years (Sum of all Job 5 Extended Prices Per Term): $____________________

Total Bid Price for All Jobs for Initial Term and All Renewal Years

(A+B+C+D+E):

*Anticipated Yearly Survey Hours – This is the Commission’s best estimate of total survey hours required; however, fewer or greater than this number of flight hours may be needed, due to budgetary constraints, changes in project priorities, and other unforeseen reasons.

BY SIGNING BELOW, I ATTEST THAT I HAVE READ THE ENTIRE BID AND AGREE TO FURNISH THE SERVICE AT THE PRICE

QUOTED ABOVE. I HEREBY AFFIRM I HAVE NOT BEEN IN ANY AGREEMENT OR COLLUSION AMONG BIDDERS IN RESTRAINT

OF FREEDOM OF COMPETITION.

Contractor: ___________________________

Address: _____________________________

Signed: _______________________________

Print Name: __________________________

Title: _________________________________

Fax: __________________________________

City/State/Zip: ________________________

Telephone: ____________________________

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Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 21 of 60

MANDATORY DOCUMENTATION SUBMITALS

FWC 24/25-68

It is mandatory to submit and clearly label the following documentation with your bid submittal. Failure to submit this information may result in vendor being found non-responsive. (PLACE CHECKMARK

IN SPACE PROVIDED SHOWING COMPLIANCE)

PHOTOCOPIES OF AIRCRAFT REGISTRATION AND/OR NOTARIZED STATEMENTS

INDICATING BIDDER HAS ACCESS TO LEASED AIRCRAFT TO COVER THE NEEDS FOR

THOSE FLIGHTS FOR WHICH A BID WAS SUBMITTED.

PHOTOCOPIES OF CURRENT STANDARD AIRWORTHINESS CERTIFICATES FOR ALL

AIRCRAFT THAT WILL BE USED IN CONJUNCTION WITH THIS CONTRACT.

PHOTOCOPIES OF PILOTS’ ROTOCRAFT-HELICOPTER FAA CERTIFICATES WHO WILL

BE FLYING UNDER THIS CONTRACT.

PHOTOCOPIES OF PILOTS’ CURRENT CLASS II MEDICAL CERTIFICATES WHO WILL

BE FLYING UNDER THIS CONTRACT.

PHOTOCOPIES OF LOG BOOKS AND/OR NOTARIZED STATEMENTS INDICATING

PILOTS’ MEETING THE EXPERIENCE REQUIREMENTS WHO WILL BE FLYING UNDER

THIS CONTRACT.

PHOTOCOPIES OF OPERATORS CURRENT 14 CFR PART 135 AIR CARRIER OPERATOR

CERTIFICATION.

A certified true copy of the awarded bidder’s insurance policy (as specified in this Invitation to Bid

Document) and performance bond shall be provided to the Commission within fifteen days of the issuance date of the purchase order and prior to any flight time.

VENDOR NAME AUTHORIZED SIGNATURE

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 22 of 60

REFERENCES

FWC 24/25-68

A minimum of three (3) references from persons or firms for whom the bidder has performed similar jobs as per the specifications in this bid must be supplied with the bid. The firms and/or contact persons should be available between the hours of 8:00 AM and 5:00 PM, Eastern Time, Monday through Friday. If any reference is not available as stated above, this may be cause for rejection of the Bidder’s bid. Provide a description (scope of work) of each job.

NAME OF COMPANY: ___________________________________________________________________________

CONTACT PERSON: _____________________________________________________________________________

ADDRESS: ______________________________________________________________________________________

CITY/STATE/ZIP: ________________________________________________________________________________

TELEPHONE NUMBER: ________________________ EMAIL ADDRESS: _____________________________

JOB DATE: _____________________________________________________________________________________

DESCRIPTION (SCOPE OF WORK): ______________________________________________________________

NAME OF COMPANY: ___________________________________________________________________________

CONTACT PERSON: _____________________________________________________________________________

ADDRESS: ______________________________________________________________________________________

CITY/STATE/ZIP: ________________________________________________________________________________

TELEPHONE NUMBER: ________________________ EMAIL ADDRESS: _____________________________

JOB DATE: _____________________________________________________________________________________

DESCRIPTION (SCOPE OF WORK): ______________________________________________________________

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 23 of 60

NAME OF COMPANY: ___________________________________________________________________________

CONTACT PERSON: _____________________________________________________________________________

ADDRESS: ______________________________________________________________________________________

CITY/STATE/ZIP: ________________________________________________________________________________

TELEPHONE NUMBER: ________________________ EMAIL ADDRESS: _____________________________

JOB DATE: _____________________________________________________________________________________

DESCRIPTION (SCOPE OF WORK): ______________________________________________________________

CONTRACTOR NAME

AUTHORIZED SIGNATURE

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 24 of 60

ATTACHMENT A

FWC 24/25-68

FLORIDA FISH & WILDLIFE CONSERVATION COMMISSION

PURCHASE ORDER TERMS & CONDITIONS

Last Updated: February 10, 2025

Section 1. PURCHASE ORDER

A. Composition and Priority The Contractor agrees to provide commodities or contractual services to the Commission within the manner and at the location specified in the Purchase Order, and any attachments to the Purchase

Order. These Purchase Order Terms and Conditions, whether generic or specific, shall take precedence over any inconsistent or conflicting provision in the State of Florida, General Contract Conditions, PUR

1000. Additionally, the terms of the Purchase Order supersede the terms of any and all prior agreements with respect to this purchase.

B. Initial Term Unless otherwise specified, the Purchase Order begins on the date of issuance. Contractual services or commodities to be provided by the Contractor shall be completed by the date specified on the

Purchase Order end date.

Section 2. PERFORMANCE

A. Performance Standards The Contractor agrees to perform all tasks and provide deliverables as set forth in the Statement of

Work and attachments to the Purchase Order. The Commission shall be entitled at all times, upon request, to be advised as to the status of work being done by the Contractor and of the details thereof.

Coordination shall be maintained by the Contractor with representatives of the Commission, or of other agencies involved in the project on behalf of the Commission.

B. Performance Deficiency If the Commission determines that the performance of the Contractor is unsatisfactory, the Commission may notify the Contractor of the deficiency to be corrected, which correction shall be made within a timeframe specified by the Commission. The Contractor shall provide the Commission with a corrective action plan describing how the Contractor will address all issues of Purchase Order non‐performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or Purchase Order non‐compliance. If the corrective action plan is unacceptable to the

Commission, the Contractor will be assessed a non‐performance retainage equivalent to ten (10) percent of the total invoice amount or as specified in the contractual documents. The retainage will be applied to the invoice for the then‐current billing period. The retainage will be withheld until the Contractor resolves the deficiency. If the deficiency is subsequently resolved, the Contractor may invoice the

Commission for the retained amount during the next billing period. If the Contractor is unable to resolve the deficiency, the funds retained will be forfeited.

C. Contractor Responsibilities The Contractor agrees that all Contractor employees, subcontractors, or agents performing work under the Purchase Order shall be properly trained technicians who meet or exceed any specified training

Ch. 287 Invitation to Bid – Revised 3.27.2024 FWC 24/25-68, Page 25 of 60 qualifications. Upon request, the Contractor shall furnish a copy of technical certification or other proof of qualification. All employees, subcontractors, or agents performing work under the Purchase Order must comply with all security and administrative requirements of the Commission. The Commission may conduct, and the Contractor shall cooperate in, a security background check or otherwise assess any employee, subcontractor, or agent furnished by the Contractor. The Commission may refuse access to, or require replacement of, any personnel for cause, including, but not limited to, technical or training qualifications, quality of work, change in security status, or non-compliance with the Commission’s security or other requirements. Such refusal shall not relieve the Contractor of its obligation to perform all work in compliance with the Purchase Order. The Commission may reject and bar from any facility for cause any of the Contractor’s employees, subcontractors, or agents.

D. Assignment The Contractor shall not sell, assign or transfer any of its rights, duties or obligations under the

Purchase Order without the prior written consent of the Commission. In the event of any assignment, the Contractor remains secondarily liable for performance of the Purchase Order, unless the

Commission expressly waives such secondary liability. The Commission may assign the Purchase Order with prior written notice to the Contractor.

E. Damages to State Property Any damages to state property (e.g., structures, roads, culverts, fences, trees, or other natural resources) caused by the Contractor while working on this project shall be the responsibility of the Contractor to remedy, as determined by the Commission. The Contractor shall be responsible for the conduct of all

Contractor personnel at all times while on the job site.

Should any historical or cultural artifacts be uncovered, the Contractor shall immediately halt work and notify the Commission’s Contract Manager. Please note: The State Archaeologist has the power to halt work if they have reason to believe artifacts are being disturbed.

F. Subcontractor Minority Status Report.

Contractor shall provide a Subcontractor Minority Status Report (Exhibit I) to the Commission’s

Contract Manager, summarizing the participation of certified and non-certified woman-, veteran-and/or minority-owned business enterprise subcontractors/material suppliers for this Contract. The report shall be completed in its entirety and submitted with each invoice. The Contractor shall indicate “N/A” if the project does not utilize subcontractors. The Office of Supplier Development can assist in furnishing names of qualified woman-, veteran- and/or minority-owned business enterprises.

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