IFB_10217159_Professional_Helicopter_Services.pdf

STATE OF CALIFORNIA – CALIFORNIA NATURAL RESOURCES AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF WATER RESOURCES

715 P STREET, 7th FLOOR P.O. BOX 942836

SACRAMENTO, CA 94236-0001

Rev. 3-6-2026

INVITATION FOR BID

Notice to Prospective Bidders March 19, 2026

You are invited to review and respond to this Invitation for Bid (IFB) number 10217159 for Professional Helicopter Flight Services. The anticipated term of this agreement is 3 years. In submitting your bid, you must comply with these instructions.

Note that all agreements entered into with the Department of Water Resources, hereinafter referred to as the “State”, incorporates, by reference, the State’s General Terms and Conditions (GTC) and Contractor Certification Clauses (CCC) that may be viewed and downloaded at the Department of General Services (DGS) website:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language

If you do not have Internet access, a hard copy can be provided by contacting the person listed below.

The CCC package contains clauses and conditions that may apply to your Agreement and to anyone doing business with the State. The Certification will be kept on file in a central location.

Inquiries regarding the processing of this bid should be referred to Annie Cho at (916) 902-6108. Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum to this solicitation.

Sincerely, Albert Madrid Video Production & Audio-Visual Services Supervisor

Attachment(s) https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

IFB# 10217159

TABLE OF CONTENTS

Page

Purpose and Description of Services 4 Bidder Minimum Qualifications 4 Bid Requirements and Information 7 Bid Key Action Dates 7 Questions and Answers 7 Submission of Bid 7 Evaluation and Selection Process 9

Tax Delinquent Status Verification Generative Artificial Intelligence (GenAI) Disclosure

Award and Protest 10 Disposition of Bids 11 Standard Conditions of Service 11 Payee Data Record (Std. 204) 11 Key Employee Policies and Guidelines Notice Acknowledgment (Consultants and Contractors) (DWR 9524a)

Economic Incentive Program 12 Small Business Preference Program 12 Disabled Veteran Business Enterpise Program 15 Pending Small Business or Disabled Veteran Business Enterprise Certification Application 17 Supplemental Documentation, Supplement I – Onsite Review Evaluation 18 Bid Checklist 19 Attachment I – Bid Sheet 21 Attachment II – Bid/Bidder Certification Sheet 23 Completion Instructions for Bid/Bidder Certification Sheet 24 Attachment III – Bidder References 25 Attachment IV – Darfur Contracting Act Certification 26

Attachment V – Generative Artificial Intelligence (GenAI) Disclosure (DWR 9834) 27 Attachment VI – Bidder Certification of DVBE Participation (DWR 9526) 28 Attachment VII – DVBE Declarations (DGS PD 843) 29 Attachment VIII – Bidder Declaration ( DGS PD 05-105) 30 Attachment IX – California Civil Rights Laws Attachment 31 Sample Contract – Standard Agreement (Std. 213) 32 Exhibit A – Scope of Work 33

Attachment 1 – Charter Helicopter Request 39 Exhibit B – Budget Detail and Payment Provisions - Private Entities 40

Attachment 1 – Bid Sheet Placeholder 41

Exhibit C – General Terms and Conditions 42 Exhibit D – Special Terms and Conditions for Department of Water Resources – Over

$10,000 Standard Payable (DWR 9544) 43

Attachment 1 – Recycled Content Certification Form (DWR 9557) 46 Exhibit E – Additional Provisions 48

Attachment 1 – Small Business Subcontractor Payment Certification (DWR 9683) 52

A. Purpose and Description of Services

The Contractor will furnish at least one helicopter and all personnel, equipment, facilities, and expertise to provide Professional Helicopter Flight services on an as-needed and/or emergency basis. The Contractor will provide helicopter flight services as an aerial platform for videography and photography, transportation of passengers and equipment, and reconnaissance missions at various locations throughout California as required in accordance with the specifications delineated in the Scope of Work and pursuant to work assignments by DWR.

Typical flights include: Detailed documentation of the State Water Project facilities and construction, aqueducts, pumping plants, lakes, reservoirs, dams, rivers, streams, snow surveys and the DWR’s visitor centers and marinas. Flights to transport equipment and provisions for snow sensor/weather station maintenance staff to various areas in the Sierra Nevada mountain range. Flights for transportation of passengers include one to six technical experts or dignitaries.

B. Bidder Minimum Qualifications

The Contractor must be an experienced firm providing Professional Helicopter Flight Services on a full-time commercial basis as its principal business for at least the past five (5) years. At the time the bid is submitted, the Contractor must have a helicopter (Bell 407 or equivalent) able to accommodate up to six (6) passengers and pilot to provide services as delineated in the Scope of Work. The Contractor must maintain capabilities throughout the term of the contract.

All services must originate out of a local airfield within a 30-mile radius of the Department of Water Resources Headquarters located at 715 P Street, Sacramento, California 95814.

As part of their bid, the Contractor must submit evidence of such operation in the form of the following documentation:

1. Copies of official documentation filed with appropriate city, county, and/or state government agencies. Official documentation must include one of the following: a current and valid California city or county business license, Articles of Incorporation, Articles of Organization or Statement of Information (Limited Liability Company), or Business Operations Tax Certificate.

Documentation submitted will be used to substantiate Contractor is a firm that provides helicopter flight services on a full-time commercial basis as its principal business segment as well as time in business and location of facilities for at least the last five (5) years within the State of California. Documentation deemed inadequate or insufficient to determine information will cause the Contractor to be disqualified from further consideration.

2. Using the Bidder References form (Attachment III) included in this IFB, the Contractor is required to provide client references for whom they have provided services within the last five (5) years.

3. The Contractor must provide proof of their Federal Aviation Administration (FAA) Part 135 Air

Carrier Certificate and FAA Part 133 Rotorcraft External-Load Operating Certificate.

4. Each pilot under this Agreement is required to have a minimum of 80 hours of helicopter flight experience providing an aerial platform for videography and photography and a minimum of 2,000 hours of commercial helicopter flight time. The Contractor must provide Pilot resumes to ensure that pilots flying under this agreement have the flight experience required and have pilot experience as outlined in Exhibit A, Qualifications, item D, Personnel/Pilot(s). Pilot resumes will be incorporated as an attachment to the Scope of Work (Exhibit A, Attachment 2).

5. Each pilot under this Agreement must provide proof of their valid FAA-commercial pilot certificate and an FAA Class1 or Class 2 medical certificate. All pilot credentials and logbooks must be available for review upon DWR’s request.

Contractor must provide written description of the Contractor’s primary helicopter and equipment to be used under this agreement. Description of helicopter must include the Manufacturer Name, Model, Serial Number, and FAA Registry N-Number.

1. Helicopter Specifications and Requirements

Bell 407 (or equivalent)

a. The Contractor’s helicopter(s) must accommodate up to six passengers, plus pilot (Bell

407 (or equivalent). Contractor must provide all associated equipment and ground personnel to perform flight services.

b. Helicopter(s) must be equipped with at least a 120 gallon fuel tank, must have minimum of 2,100 pounds useful load, seats six passengers plus pilot, and capable of accepting an externally mounted, nose forward, Tyler and Cineflex camera mounts.

c. Helicopter(s) must be equipped with a minimum of two (2) rear 30-amp 28-volt DC electrical power supplies and one (1) front 15-amp 12-volt electrical power supply sufficient to power a Tyler or Cineflex camera and/or video camera, recorders, monitor outlets, and other necessary accessories without the need to rely on battery backup.

d. Helicopter(s) must be equipped with a real-time satellite flight tracking system, allowing DWR and/or Contractor to track and follow each flight in real time. The Contractor will make necessary accommodations for the installation of Differential Global Positioning System (DGPS) equipment. This would include antennas or other related equipment that would be provided by DWR.

e. Helicopter(s) must be equipped with well-maintained, noise reduction headsets with microphones for each passenger to allow the pilot, videographer/photographer, and spotter to engage in three-way conversations and to protect against hearing damage/excess noise. This equipment must be fully operational with aircraft doors open, closed, or removed. An FAA-approved photo door with vertical slide window must be owned and installed by the Contractor at DWR’s request.

f. The Contractor must have the designated Bell 407 (or equivalent) helicopter(s) and pilots operating the designated helicopter, certified by the Department of Interiors Office (DOI) of Aviation Services at the time of contract award and must be maintained throughout the term of the contract. Contractor must keep a current copy of the Letter of Approval with the designated aircraft. This certification must be available for inspections when conducting flights on federal land or incidents or when carrying DOI employees.

g. The Contractor must own and provide snow shoes for the helicopter(s) for landing in snow country.

2. Modifications to Helicopter

a. The helicopter’s mechanical equipment or electrical system must not create any interference, static, or distortion in the audio or video signals being recorded. Costs incurred to rectify such problems will be borne by the Contractor.

b. Problems originating from the helicopter’s communication equipment must be kept to a minimum by the pilot (i.e., by avoiding unnecessary outbound/inbound communications during videotaping within FAA standards for flight safety). The Contractor, helicopter ground crew, and air crew must work with DWR staff to isolate such interference while the aircraft is being readied for flights.

c. Airworthiness and maintenance requirements of the helicopter must meet or exceed FAA Part 135 standards for commercial operation. The Contractor’s logbooks and maintenance records must be available for review upon DWR’s request.

d. Any modifications to the helicopter(s) are to be such that the aircraft’s operational category must remain “NORMAL” as defined by the FAA.

e. If the specified helicopter is not available under this Agreement and must be substituted because the requested helicopter is unavailable for DWR’s use, the Contractor must substitute an equivalent or better helicopter at the same rate of the originally requested helicopter bid in the Agreement.

3. Personnel/Pilot(s)

a. The Contractor will identify experienced pilot(s) to provide services delineated in the

Scope of Work.

b. Each individual pilot must have a valid FAA-issued Commercial Pilot Certificate and an FAA Class I or Class II medical Certificate for the duration of this contract. All pilot credentials and logbooks must be available for review upon DWR’s request.

c. Each individual pilot is required to have a minimum of 80 hours of helicopter flight experience, providing an aerial platform for videography and photography and a minimum of 2,000 hours of commercial helicopter flight time. Flight experience will be verifiable through flight logs upon request by DWR.

d. The pilot flying the helicopter must be able to follow a specific path of flight from verbal instructions given either by the camera operator or by spotters referencing ground landmarks. Pilot(s) must be able to center the cameras route of travel along a specific path (i.e. along a river, section lines, aqueduct, etc.) with minimal banking of the aircraft.

Pilots must be able to maintain a smooth and steady course without inducing pilot-caused sudden bumps, jolts, wobble, vibration, or any other excessive movement of the camera.

Pilot(s) must be able to maintain a constant (within 30 feet) altitude above ground level over uneven terrain.

e. Each pilot added after the contract has been executed must submit a resume to the Contract Manager at least two (2) weeks prior to the anticipated use of the additional pilot(s). The added pilot(s) must meet all the personnel/pilot(s) minimum qualifications as listed and must be approved by the listed Contract Manager prior to any flights with DWR employees.

f. The Contractor’s facilities, equipment, credentials, and required documentation will be subject at all times to DWR’s inspection for compliance with the terms and conditions imposed by this agreement.

Prior to contract award, DWR will conduct an on-site inspection of the apparent lowest bidder’s facility to verify that all the FAA requirements, credentials, equipment and/or personnel required for providing services under this contract are in place prior to awarding the contract. Contractor’s equipment and/or personnel found to be insufficient for providing services under this contract will cause the bid to be disqualified from further consideration. The Onsite Review Evaluation may be found on page 18 of this solicitation.

C. Bid Requirements and Information

1. BID KEY ACTION DATES

All bidders must adhere to the following time schedule.

IFB available to prospective bidders on Thursday, March 19, 2026 Technical questions must be submitted by Thursday, March 26, 2026 at 4:00 PM Answers to technical questions will be disseminated by Thursday, April 2, 2026 at 4:00 PM Bids must be received by Thursday, April 9, 2026 at 1:30 PM Bid opening to be held on Thursday, April 9, 2026 at 3:00 PM Anticipated start date of agreement is June 2026

Bid Openings: Sealed bids will be publicly opened and read via a TEAMS link. You may participate using the link provided below.

Topic: Public Bid Opening IFB # 10217159 Professional Helicopter Flight Services Time: Thursday, April 9, 2026 at 3:00 PM

Join TEAMS Meeting https://teams.microsoft.com/meet/27058778574927?p=kzHv2wDrM7HU8qAhWQ

Or by Telephone (audio only):

Dial: (916) 573-2034 Phone Conference ID: 464 700 358#

*Please note that the bid opening via TEAMS will be visual only with no opportunity for questions and answers.

2. LOCATION WHERE WORK WILL BE PERFORMED:

Various Locations within California

3. QUESTIONS AND ANSWERS

Technical questions must be submitted in writing to annie.cho@water.ca.gov and received by the State on or before 4:00 PM on Thursday, March 26, 2026. The State’s representatives will provide answers in writing to all potential bidders by 4:00 PM on Thursday, April 2, 2026.

4. SUBMISSION OF BID

a. Bids must be submitted by United States Postal Service (USPS) mail, hand delivery, United

Parcel Service (UPS), express mail, or Federal Express.

i. Bids submitted by USPS must be addressed to:

Department of Water Resources Contract Services Attn: Annie Cho

P.O. Box 942836 715 P Street

Sacramento, CA 94236-0001

ii. Bids submitted by hand delivery, must be given to Contract Specialist Annie Cho on or https://teams.microsoft.com/meet/27058778574927?p=kzHv2wDrM7HU8qAhWQ before the bid due date and time. Please coordinate a day and time via phone (916) 902- 6108 or e-mail annie.cho@water.ca.gov.

iii. Bids submitted by UPS, express mail, or Federal Express must be addressed to:

Contract Services Attn: Annie Cho

Sacramento, CA 95814

b. All bids must include original signatures on the following documents: Bid/Bidder Certification

Sheet and any other documents specified in the Bid Checklist.

c. Bids not including the documents identified in the Bid Checklist shall be deemed non-responsive and will be rejected.

d. All bids are to be sent to DWR within the time frame indicated in the Time Schedule. Bids received after the due date and time will be returned unopened to the prospective bidder.

e. All bids must be submitted under sealed cover. The sealed cover must be plainly marked with the IFB title and number, must show your firm’s name and address, and must be marked with

“DO NOT OPEN.”

f. Bids not submitted under sealed cover will be rejected. A minimum of two signed bids must be submitted. One bid must be submitted in hardcopy. One bid must be submitted in an electronic format (Word and/or PDF File) on a USB Drive. Both bids must be signed and submitted in the same envelope. USB Drives can be returned at the request of the bidder once the solicitation is concluded.

g. Bids must be submitted for the entire service described within the Scope of Work. Deviations from the specifications will not be considered and will be cause for rejection of the bid.

h. The State does not accept alternate language from a bidder. A bid with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

i. A bid may be rejected if conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may waive any immaterial deviation in a bid. The State's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with the objectives if awarded the Agreement. The State may reject all bids if deemed necessary.

j. Costs for developing bids and preparation of award of the Agreement are entirely the responsibility of the bidder and shall not be chargeable to the State.

k. This IFB must be signed by an individual who is authorized to bind the bidding firm contractually. The signature must indicate the title or position that the individual holds in the firm. An unsigned bid will be rejected.

l. A bidder may modify a bid after its submission by withdrawal and resubmission before the bid due date. Modification of a bid offered in any other manner, oral or written, will not be considered.

m. A bidder may withdraw their bid by submitting a written request to the State for its withdrawal, signed by the bidder or an agent authorized in accordance with Paragraph l above. A bidder may thereafter submit a new bid before the bid submission deadline. Bids may not be withdrawn after the bid due date. Bids received after the due date and time will be returned unopened to the prospective bidder.

n. DWR may modify the IFB prior to the date fixed for submission of bids by the issuance of an

Addendum to all parties who received a bid package.

o. If all bids are too high, DWR is not required to award an Agreement.

p. Bids are public upon bid opening.

q. Bidders are cautioned not to rely on the State during the evaluation to discover and report all defects and errors in the bid documents. Bidders should carefully proof read documents for errors and adherence to the IFB requirements prior to bid submittal.

r. Where applicable, the bidder should carefully examine the worksite and specifications. Bidder shall investigate the conditions, character, quality of surface, subsurface materials, or obstacles to be encountered. No additions to the Agreement amount will be made because of failure to thoroughly examine the worksite and specifications.

s. Public Bid Openings may be conducted in person or online. Bid openings conducted online will be done virtually using TEAMS. You may participate using the link provided in the solicitation under Section C Paragraph 1 above.

5. EVALUATION AND SELECTION PROCESS

a. The State will put each bid through a process of evaluation to determine the responsiveness of bidders to the State's needs. The final selection will be made on the basis of the lowest responsible bid meeting the specifications.

b. Bids containing false or misleading statements or providing references that do not support an attribute or condition claimed by the bidder may be rejected. If, in the opinion of the State, information was intended to mislead the State in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it will be the basis for rejection of the bid.

c. At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

d. Bids submitted that include option years will be evaluated based on the total bid amount for all years provided for the overall bid ranking. However, the total bid amount, for determining the contract amount will not include the option years.

e. The contract will be awarded to the lowest responsible bidder after consideration of any applicable preferences. If there are tied bids, representatives of the State will draw straws to pick the winning bidder. The drawing will be witnessed and documented by two or more State

6. TAX DELINQUENT STATUS VERIFICATION

a. Effective July 1, 2012 Public Contract Code 10295.4, requires state agencies to verify the tax delinquent status of bidders responding to state solicitations.

b. At the time of bid evaluation, prior to contract award and execution, the State will verify all proposing firms and identified subcontractors as not listed as tax delinquent by the Franchise http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=10295.4.&lawCode=PCC

Tax Board and the California Department of Tax and Fee Administration. Any proposing firms or subcontractor listed as tax delinquent shall result in a proposal rejection and will not be considered for contract award. Proposing firms wanting further clarification can refer to the statute above or to the web sites listed below for additional information.

California Department of Tax and Fee Administration – Top 500 Sales Tax and Use Delinquencies in California https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

Franchise Tax Board – Top 500 Delinquent Tax Payers https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html

7. GENERATIVE ARTIFICIAL INTELLIGENCE (GEN AI) DISCLOSURE

a. The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

b. Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) §

4986.2 Definitions for GenAI.

c. Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

d. Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

e. Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

8. AWARD AND PROTEST

A bidder may protest the award of a contract on the grounds that it (the bidder) is the lowest responsible bidder meeting the specifications and should therefore be awarded the contract.

A protestant must be able to prove that the awarding agency has committed a material error in the conduct of the bid award process.

Public inspection of all bids will be allowed after the bid opening.

Protests must be received in a timely manner pursuant to Public Contract Code Section 10345, as applicable. In order to be considered timely, a protest must be filed with the State Agency conducting the solicitation and DGS before the contract award is made.

Please note that if the award will be made to other than the low bidder, any protests must be filed within five business days of notice to the low bidder that the contract was awarded to another bidder. If a written request was submitted by a bidder to the State agency requesting that a notice of intent to award be posted, the protest must be filed during the five business days the notice is posted.

https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html

Within five business days of filing the protest, the protestant must submit a detailed written statement of protest if the original protest did not contain the complete grounds for the protest.

Both the original protest and/or the detailed statement of protest, if any, must include the IFB number, the name of the State Agency conducting the solicitation, State agency contact person, and protestant’s fax number, if any.

The protest documents may be sent by regular mail, email, courier, or personal delivery to:

Department of General Services

Office of Legal Services Attention: Bid Protest Coordinator

707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

Bid Protest Coordinator Email address: OLSProtests@dgs.ca.gov

AND

Contract Specialist Email Address: annie.cho@water.ca.gov

Upon receipt of the protest, DGS shall send the protestant an acknowledgement letter and thereafter communicate with the parties regarding further disposition of the protest.

9. DISPOSITION OF BIDS

Upon bid opening, all documents submitted in response to this IFB will become the property of the State and will be regarded as public records under the California Public Records Act (Government Code Section 7920 et seq.) and are subject to review by the public. Bids may be returned at the request and expense of the bidder.

D. Standard Conditions of Service

1. Service(s) shall not commence until the Agreement is fully executed and all approvals have been obtained.

2. All performance under the Agreement shall be completed on or before the termination date of the Agreement unless this Agreement is amended to extend the term.

3. No oral understanding or agreement shall be binding on either party.

E. Payee Data Record

1. The Contractor awarded this Agreement must have completed and submitted form STD 204, Payee Data Record, to determine if the Contractor is subject to a seven percent State Income Tax withholding pursuant to California Revenue and Taxation Code Sections 18662, 18805, and 26131.

2. No payment shall be made unless the Payee Data Record form has been completed and returned to the State.

mailto:OLSProtests@dgs.ca.gov

F. Key Employee Policies and Guidelines Notice Acknowledgment (Consultants and

Contractors)

1. The selected contractor awarded this Agreement must complete and submit the form DWR 9524a, Key Employee Policies and Guidelines Notice Acknowledgment. These policies and guidelines communicate expectations for contractors. Every contractor or subcontractors employee is expected to read and understand the material contained within. Primary contractor/subcontractors are responsible to ensure that their employees are aware of and adhere to the policies and guidelines.

G. Economic Incentive Programs

Bidders may be eligible for additional preferences when their place of business is located within certain economic regions and when they hire persons living and working within those economic regions. Please access the following links to read information about these economic incentive programs.

TACPA CONTRACT PREFERENCE

This solicitation contains Target Area Contract Preference Act (TACPA) preference request forms.

Please carefully review the forms and requirements. Bidders are not required to apply for these preferences. Denial of the TACPA preference request is not a basis for rejection of the bid.

The State as part of its evaluation process reserves the right to verify, validate, and clarify all information contained in the bid. This may include, but is not limited to, information from bidders, manufacturers, subcontractors and any other sources available at the time of the bid evaluation.

Bidder refusal to agree to and/or comply with these terms, or failure to provide additional supporting information at the State's request may result in denial of preference requested.

Contracts awarded with applied preferences will be monitored throughout the life of the contract for compliance with statutory, regulatory, and contractual requirements. The State will take appropriate corrective action and apply sanctions as necessary to enforce preference programs.

Links to forms and contact information are below.

• TACPA Preference Request (STD 830)

• Manufacturer’s Summary of Contract Activities and Labor Hours (DGS PD 525)

• Bidder’s Summary of Contract Activities and Labor (DGS PD 526)

Any questions regarding the TACPA preference should be directed to DGS, Procurement Division at (916) 375-4609 or TACPA@dgs.ca.gov.

H. Small Business Preference Program

1. The Small Business Procurement and Contract Act Government Code (GC) Section 14838 et. seq.requires that a fair share of the State’s purchases and contracts for goods, information technology services and construction be placed with a certified Small Business (SB) or Micro-Business (MB). The Act mandates that state agencies:

a. Establish participation goals,

b. Provide a five percent (5.0%) SB calculation preference, and

c. Provide the opportunity for bidders to receive a five percent (5.0%) non-small business (NSB) calculation preference when achieving twenty-five percent (25.0%) SB participation through subcontracted efforts.

https://www.dgs.ca.gov/PD/Search-Results?search=830&topicCategoryFilters=&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&audienceCategoryFilters=&contenttype=&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=&page=1 https://www.dgs.ca.gov/PD/Search-Results?search=525&topicCategoryFilters=&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&audienceCategoryFilters=&contenttype=&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=&page=1 https://www.dgs.ca.gov/PD/Search-Results?search=526&topicCategoryFilters=&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&audienceCategoryFilters=&contenttype=&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=&page=1 mailto:TACPA@dgs.ca.gov https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14838.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14838.&lawCode=GOV

Bidder which is awarded the contract is committed to paying the stated percentage of the total contract amount (including contract amendments) to the SB subcontractor(s) as declared on the DGS PD 05-105 form. SB bidders and subcontractors must be certified by DGS/OSDS to participate in SB Preference program.

2. SMALL BUSINESS PREFERENCE

The SB Preference offers certified SB’s and MB’s a calculation preference in the amount of five percent (5%) of the lowest responsible bid submitted by a bidder who is not a certified SB. The SB Preference is used as a calculation for determining the lowest bidder and does not affect the actual price bid. Responding bidders must:

a. Includes in its bid a notification to the awarding department that it is an SB or that it has submitted to The Department of General Services, Office of Small Business & Disabled Veteran Business Enterprise Services (DGS/OSDS) a complete application no later than 5:00 p.m. on the bid due date, and is subsequently certified by DGS/OSDS as an SB; and

b. Include copy of firm’s DGS/OSDS SB certification

c. Submits a timely, responsive bid; and

d. Be determined to be a responsible bidder.

3. NON-SMALL BUSINESS PREFERENCE

Non-small business (NSB) bidders will be granted a five percent (5.0%) NSB preference on a bid evaluation when a responsible NSB has agreed to subcontract at least twenty-five percent (25.0%) of their bid price with a California certified SB and if the NSB bidder’s bid is not the low price bid, or when a proposal has been not been ranked as the highest scored bid pursuant to the evaluation of the solicitation. Responding bidders must:

a. Include information on required form DGS PD 05-105, Attachment VIII, of the DGS/OSDS certified SB subcontractor(s) with which it commits to subcontract a total of at least twenty-five percent (25%) of its net bid price (refer to page two of form for detailed instructions);

b. Include copy of the DGS/OSDS certification for each identified SB;

c. Submits a timely, responsive bid; and

d. Be determined to be a responsible bidder.

4. NON-SMALL BUSINESS PREFERENCE CALCULATION

The NSB calculation preference five percent (5.0%) is used for bid evaluation purposes only.

Awards made as a result of the NSB preferences shall be awarded at the bidder’s original bid price. The preference shall be computed as follows:

Bidder A, (Low Bid), non-small business: $125,000 Bidder B, non-small business (subcontracting 25% to a certified small business)

$131,000

Calculation Preference: $125,000 x .05 = $6,250

Bidder B $131,000 Subtract calculated preference - $6,250

Adjusted Bid for Bidder B $124,750

Award is made to Bidder B as the low bidder at the bid price of $131,000.

5. TIES BETWEEN CERTIFIED SMALL BUSINESSES AND DVBE BUSINESSES

In the event of a precise tie between the bid of an SB and the bid of a Disabled Veteran Business Enterprise (DVBE) that is also an SB, the award shall go to the DVBE that is also an

SB.

6. MAXIMUM ALLOWABLE PREFERENCES

In no event shall the amount of the SB or NSB subcontractor preferences awarded on a single bid exceed $50,000, and in no event shall the combined cost of the SB or NSB subcontractor preference and preferences awarded pursuant to any other provision of law exceed $100,000.

The five percent (5%) calculation preference is used for computation purposes only and does not alter or affect the actual bid price or the amount of the executed contract. When a certified SB is the lowest responsive, responsible bidder, then there is no need to compute the SB preference as the SB is the low bidder.

7. COMMERCIALLY USEFUL FUNCTION (SBs) (Government Code (GC) section 14837(d) (4))

A certified SB, micro-business (MB) contractor, subcontractor or supplier, must meet commercially useful function (CUF) requirements under Government Code (GC) section 14837(d) (4). Selected firms must perform a CUF relevant to this contract.

The term “small business contractor, subcontractor or supplier” means any person or entity that satisfies the ownership (or management) and control requirements in accordance with GC section 14837(d) (4) and provides services or goods that contribute to the fulfillment of the contract requirements by performing a CUF. A person or an entity is deemed to perform a CUF if that person or entity does all of the following:

1. Is responsible for the execution of a distinct element of the work of the contract.

2. Carries out contractual obligations by actually performing, managing, or supervising the work involved.

3. Performs work that is normal for its business services and functions.

4. Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

5. Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, and, if applicable, making payment

6. Its role is not an extra participant in the transaction, contract or project through which funds are passed in order to obtain the appearance of DVBE participation.

8. BIDDER CUF REQUIREMENTS

The Department will determine, to the best of its ability, that your firm meets the criteria above for CUF. In responding to this solicitation, you are confirming that, under GC 14837 (d) (4) above, your business provides goods and/or services meet the definition of CUF. All bidders are required to provide CUF documentation using the State’s Bidder Declaration form DGS PD 05-105, Attachment VIII, included in the solicitation document. When completing the DGS PD 05-105, bidders must identify all subcontractors proposed for participation in the contract. Any bidder awarded a contract is contractually obligated to use the subcontractor for the corresponding work defined unless the State agrees to a substitution.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837&lawCode=GOV

I. Disabled Veteran Business Enterprise Program

Solicitation is Exempt from DVBE Program Participation The State has exempted DVBE Program requirements for this solicitation. However, for those firms voluntarily utilizing DVBE subcontractors, California Code of Regulations (CCR) 1896.99.100, the California DVBE Incentive provides responsive/responsible firms the opportunity to receive additional incentive calculations which DWR has determined to be a minimum participation commitment of three percent (3.0%). The incentive is applied at the time of solicitation cost evaluation when a bidder has identified a California-certified DVBE subcontractor to provide services or commodities in support of the overall contract effort. Application of the DVBE Incentive may not displace a certified small business low bidder.

Complete and provide the following forms for DVBE Incentive compliance:

1. DWR 9526, Attachment VI (Bidder Certification of DVBE Participation)

2. DGS PD 843, Attachment VII (DVBE Declarations)

3. DGS PD 05-105, Attachment VIII (Bidder Declaration) - refer to page two of form for detailed instructions

4. DGS/OSDS Certification(s) for bidder and/or subcontractor(s). Bidder and/or subcontractors must be certified by DGS/OSDS to apply for DVBE incentive

DVBE Incentive is as follows:

DVBE Participation Incentive Percentage (%) 5.0% or over 5.0%

4.0% to 4.99% 4.0% 3.0% to 3.99% 3.0% 2.0% to 2.99% 2.0% 1.0% to 1.99% 1.0%

If you need assistance with finding a certified DVBE subcontractor, you can contact California Department of Veterans Affairs (CalVet) DVBE Program

- https://www.calvet.ca.gov/contact o Phone Number: 800-952-5626 o Email: DVBE@calvet.ca.gov

You can also do a certified vendor search on Cal eProcure:

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true

1. DWR SB/DVBE PROGRAM MANAGER PRE-REVIEW OF DVBE DOCUMENTATION

The Department’s SB/DVBE Program Manager offers a pre-review of a bidder’s DVBE documentation prior to proposal submission. Since non-compliance with the DVBE program is immediate cause for rejection, the State strongly recommends firms interested in bidding take advantage of this opportunity to ensure they are fully compliant with DVBE Program participation requirements.

Bidders should allow at least five (5) working days for pre-review of their DVBE documentation and submit them to the following:

SB/DVBE Program Manager Email: SB.DVBE@water.ca.gov https://govt.westlaw.com/calregs/Document/IB12922901BF311EE8DA6DAFA82226BB2?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default)&bhcp=1 https://govt.westlaw.com/calregs/Document/IB12922901BF311EE8DA6DAFA82226BB2?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default)&bhcp=1 https://www.calvet.ca.gov/contact mailto:DVBE@calvet.ca.gov https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true mailto:SB.DVBE@water.ca.gov

Upon satisfactory review of the bidder’s DVBE documentation, the DWR SB/DVBE Program Manager issues a Notification of Compliance which the bidder will submit with their bid submittal.

2. DVBE INCENTIVE PROGRAM

Under CCR 1896.99.100, the California DVBE Incentive provides responsive and responsible bidders the opportunity to receive additional incentive calculations. The incentive is applied at the time of solicitation evaluation when a proposing firm identifies and commits to using a California-certified DVBE subcontractor to provide services or commodities in support of the overall contract. Application of the DVBE Incentive may place the bidder in line for contract award.

The following are key elements of the DVBE Incentive Program:

a. The DVBE Incentive is applied during the evaluation process and is only applied to responsive bids from responsible bidders proposing the percentage(s) of DVBE participation for the incentive(s) specified in the solicitation.

b. DVBE Incentive participation is at the discretion of the bidder and is optional when overall DVBE Program requirements are exempt by the State for that solicitation.

c. When requesting the DVBE Incentive Application, a bidder must complete and return the DVBE Incentive Application Request included within this solicitation with their proposal at time of submission.

d. DVBE certified firm (bidder and/or subcontractor(s)) must be certified by DGS/OSDS.

e. Services or commodities provided by the DVBE firm MUST meet the definition of CUF as defined under Government Codes: 14837 and 14842.5; Military and Veterans Code 999 (B) (i) (ii); and California Code of Regulations 1896.71. A DVBE firm determined as not meeting CUF regulations will render the responding firm ineligible for the DVBE Incentive Application.

f. Bidder which is awarded this contract, is committed to paying the stated percentage

(on each form DWR 9526) of the total contract amount (including contract amendments) to the DVBE subcontractor declared on this form.

3. COMMERCIALLY USEFUL FUNCTION - DVBEs (MVC 999(B))

Firms selected must perform a “commercially useful function” relevant to this contract. The term “DVBE contractor, subcontractor or supplier” means any person or entity that satisfies the ownership (or management) and control requirements of CCR 1896.61(f); is certified in accordance with CCR 1896.70 and provides services or goods that contribute to the fulfillment of the contract requirements by performing a commercially useful function. As defined in MVC 999(B), a person or an entity is deemed to perform a “commercially useful function” if a person or entity does all of the following:

a. Is responsible for the execution of a distinct element of the work of the contract;

b. Carries out the obligation by actually performing, managing, or supervising the work involved;

c. Performs work that is normal for its business services and functions https://govt.westlaw.com/calregs/Document/IB12922901BF311EE8DA6DAFA82226BB2?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default)&bhcp=1 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999&lawCode=MVC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999&lawCode=MVC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999&lawCode=MVC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999&lawCode=MVC https://www.law.cornell.edu/regulations/california/2-CCR-1896.61 https://www.law.cornell.edu/regulations/california/2-CCR-1896.70 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999&lawCode=MVC

d. Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices

e. Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment; and

f. Its role is not an extra participant in the transaction, contract or project through which funds are passed in order to obtain the appearance of DVBE participation.

4. ORDER OF EVALUATION

For purposes of evaluation, first SB Preference will be applied, followed by the DVBE Incentive calculation.

J. Pending Small Business or Disabled Veteran Business Enterprise Certification

Applications

Bidders wishing to apply for the SB Preference, NSB Preference or DVBE Incentive related to this solicitation and have pending SB or DVBE certification(s) applications under review by DGS/OSDS, you must have:

1. notified DGS/OSDS that you are responding to a solicitation and are seeking an expedite review of your SB or DVBE certification application in relation to the solicitation;

2. provided DGS/OSDS with the Bid Key Action Dates page from the solicitation itself; and

3. must have submitted a complete application with all required forms and documentation to

DGS/OSDS for review and approval by close of business of the Bid Submittal due date.

Bidders must notify the State in writing at the time of bid submission that they have an application for SB or DVBE certification under review at the DGS/OSDS, and that they wish to be considered for the SB Preference, NSB Preference or DVBE Incentive.

Contact DGS/OSDS at (916) 375-4940 to obtain information about the application expedite process. Website: https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro- Accordion-List/OSDS/OSDS https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS

SUPPLEMENTAL DOCUMENTATION

SUPPLEMENT I – ONSITE REVIEW EVALUATION

Professional Helicopter Services

IFB # 10217159

Onsite Review Evaluation

Proposing Firm’s Name: _______________________ Evaluator:____________________________

Date_______________________________________

Equipment/Services Pass

Fail

1. Bell 407 (equivalent)

2. Department of Interior certification

3. Tyler Mount & Cineflex Camera Mount

4. Log Books

5. 120 gallon fuel tank; Min 2,100 lb useful load;

Min 120 lb Shaft Horsepower

6. 2 Rear 30-amp 28-volt DC electric 1 Front 30-amp 28-volt DC electric

7. Satellite Flight tracking system (optional) Differential Global Positioning System

8. Noise reduction headsets & Microphones

9. Snow shoes for helicopter

10. Administrative Procedures Methods of accounting and invoicing Scheduling and project-tracking procedure

BID CHECKLIST

Please review the following checklist for a list of documents that must be returned with your bid package.

Please read the State of California’s General Terms and Conditions (GTC) before signing and submitting your bid package. The State does not accept alternate language from a bidder. A bid with such language will be considered a counter proposal and will be rejected. The GTC’s are not negotiable.

Unless otherwise noted, failure to include the required documents will be cause for bid rejection.

DOCUMENTS REQUIRED WITH SUBMISSION OF BID

Attachment I – Bid Sheet (must be signed and include all pages) Attachment II – Bid/Bidder Certification Sheet Attachment III – Bidder References

Attachment IV – Darfur Contracting Act Certification Attachment V – GenAI Disclosure (DWR 9834)

Attachment VIII, Bidder Declaration (DGS PD 05-105) – include all subcontracting information for entire bid on this one form also indicate if you are not subcontracting services.

Attachment IX – California Civil Rights Laws Attachment Copies of official documentation filed with appropriate city, county, and/or state government agencies. See page 5 Bidder Minimum Qualifications for further details.

Proof of FAA Part 135 Air Carrier Certificate Proof of FAA Part 133 Rotorcraft External-Load Operating Certificate Pilot Resumes showing required minimum number of hours of helicopter flight experience. See Page 5 Bidder Minimum Qualifications for further details.

Provide written description of primary helicopter and equipment to be used under this agreement. Description of helicopter must include the Manufacturer Name, Model, Serial Number, and FAA Registry N-Number

Proof of valid FAA-commercial pilot certificate for each pilot Proof of FAA Class 1 or Class 2 medical certificate for each pilot

SMALL BUSINESS PREFERENCE PROGRAM

If you are a prime firm which is SB-certified and/or subcontracting to an SB, you must complete and return the following forms

- List all subcontracting information on Attachment VIII, Bidder Declaration (DGS PD 05-105) mentioned above; and

- Copy of current DGS/OSDS DVBE certification(s) for prime and/or subcontractor(s)

DVBE PARTICIPATION AND INCENTIVE PROGRAMS

If you are a prime firm which is DVBE-certified and/or subcontracting to a DVBE, you must complete and return the following forms:

- Attachment VI, Bidder Certification of DVBE Participation (DWR 9526);

- Attachment VII, DVBE Declaration (DGS PD 843);

- List all subcontracting information on Attachment VIII, Bidder Declaration (DGS PD 05-105) mentioned above; and

- Copy of current DGS/OSDS DVBE certification(s) for prime and/or subcontractor(s)

SB/DVBE Program Manager’s Notification of Compliance (if obtained in advance from the SB/DVBE Program Manager)

ADDITIONAL STATE MANDATED PREFERENCE PROGRAMS

Req…