RFP for Aerial REDD Counts .pdf

RFP #Bid S-63500-00008276 2023 Deschutes Fall Chinook Aerial Redd Surveys ODFW Tracking # 635-352-23

THE STATE OF OREGON ACTING THROUGH ITS

DEPARTMENT OF FISH AND WILDLIFE

Is issuing this Intermediate Procurement Request for Proposal (RFP) under OregonBuys Bid S-63500-00008276 for

2022 DESCHUTES FALL CHINOOK AERIAL REDD

SURVEYS

Date of Issue: September 29, 2023

Proposal Due Date: October 10, 2023 @ 3:00 PM PDT

Single Point of Contact (SPC): Kathy Blehm Procurement and Contracts Spec II, OPBC

Address: 4034 Fairview Industrial Drive SE

City, State, Zip: Salem, OR, 97302

Phone (voice): 503-947-6169

E-mail: kathy.m.blehm@odfw.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:kathy.m.blehm@odfw.oregon.gov

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW

2.4 SCOPE OF WORK / SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 OFFER CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 PRICE EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 SCORING OF OFFERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 APPARENT SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 CERTIFIED FIRM PARTICIPATION

5.2 GOVERNING LAWS AND REGULATIONS

5.3 OWNERSHIP/PERMISSION TO USE MATERIALS

5.4 CANCELLATION OF SOLICIITATION; REJECTION OF PROPOSALS; NO DAMAGES

5.5 COST OF SUBMITTING AN OFFER

5.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.7 RECYCLABLE PRODUCTS

5.8 PRINTING, BINDING, AND STATIONERY WORK ....................................... Error! Bookmark not defined.

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H SCORED COMPONENTS FORM

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Fish and Wildlife, (“Agency”), is seeking a Contractor (hereafter “Contractor” or “Offeror”), to provide an aircraft and experienced pilot to fly ODFW personnel along the Deschutes River to count Chinook Salmon spawning sites (redds). ODFW anticipates making two flights along established survey routes. Counting flights are estimated to be 3.5 hours with ferry flights between one to three hours moving from start point to start point. All flights are expected to take place between October 1st, 2023 and end before January 31st, 2024.

ODFW’s protocol for counting redds requires that helicopter surveys be conducted two times during the fall; once in mid-November and a second survey in early December. Poor weather that affects safety and visibility will be the key factors in determining flight times. A third flight at the end of the spawning season in late-December or January may occur, if weather permits, to validate that the majority of the spawning population is represented in the first two counts.

The Oregon Department of Fish and Wildlife has authorization to conduct wildlife management activities under ORS. 496.012.

ODFW anticipates one contract Professional Services Contract from this RFP. ODFW reserves the authority to make one or more amendments (“Anticipated Amendments”) to the Contract for the purpose of extending the term of the Contract for an additional 3 years with a possible 4th year and may increase the maximum not-to-exceed compensation payable under the Contract or to modify the Services to be provided by the Contractor.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Standard Time. All dates listed are subject to change. N/A denotes that event is not applicable to this solicitation.

Issue Date: September 29, 2023

Solicitation Questions/Clarifications Deadline: 3:00pm October 03, 2023

Proposal Due Date: Tuesday 3:00pm October 10, 2023

Tentative Issue of Notice of Intent to Award: October 11, 2023

Date to Begin Services: October 12, 2023

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation and contact information is identified on the Cover Page. Offeror shall direct all communications related to any provision of this solicitation, whether about the technical requirements, contractual requirements, the solicitation process, or any other provision only to the SPC. Contacting other agency employees before being permission by the SPC may result in their Offer being rejected.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

ODFW is issuing this SOLICITATION pursuant to its authority under OAR 125-246-0170(2) and ORS 496.146(11). ODFW has authorization to conduct fish and wildlife management activities under ORS 496.138, consistent with the policy in ORS 496.012.

Agency is using the Intermediate Procurement solicitation method, pursuant to ORS 279B.070 and

OAR 125-247-0270.

2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

2.3 OVERVIEW AND PURPOSE

Agency Overview and Background

The ODFW’s mission is to protect and enhance Oregon's fish, wildlife, and their habitats for use and enjoyment by present and future generations. Offers are being requested by the Agency’s Fish Division.

This proposal request is within Fish Division -- Deschutes Watershed District staff with the goal of supporting the Agency mission by protecting and monitoring wild fall Chinook populations on the lower Deschutes. Robust returns of fall Chinook provide allowed harvest of wild fish for sport anglers, and this long-term monitoring allows biologists to continue to monitor the Deschutes fall Chinook run.

PROJECT OVERVIEW, BACKGROUND AND PURPOSE

This project is part of long-term fall Chinook run-size monitoring on the lower Deschutes River.

Since 1977, ODFW biologists have been using fall Chinook redd counts as a component of annual monitoring to generate run-reconstruction estimates for fall Chinook returning to the lower Deschutes. This long-term data set provides biologists with trends in fall Chinook abundance for the lower Deschutes, and these data are utilized with annual reporting requirements to the Technical Advisory Committee (TAC) which relates to U.S. v Oregon reporting requirements.

This project will entail completing up to 3 flights which survey the lower 100 miles of the Deschutes River. During flights, biologists will count all observed fall Chinook redds throughout the 100 miles of river. Redd counts will be used with escapement estimates of fall Chinook above Sherars Falls to expand the proportion of fall Chinook spawning in the lower Deschutes above and below Sherars Falls.

2.4 SCOPE OF WORK

ODFW will conduct Aerial Fall Chinook Redds counts on the lower 100 miles of the Deschutes River twice during fall 2023 and a possible additional flight winter 2024.

The Contractor(s) will:

a. Provide one helicopter, licensed fuel truck/driver (if necessary), and experienced pilot.

b. Fueling Options can be the Columbia Gorge Airport (Dallesport), Madras Airport or a fuel truck.

c. Conduct approximately 2 aerial Fall Chinook redd surveys along established survey routes.

Estimated flight time is 5 hours for the survey and additional 1-3 hours round trip ferry to Madras or The Dalles.

d. Transport up to three (3) ODFW observers in The Dalles, ferry to Pelton Re-regulation Dam, then fly downstream at an elevation of 150 ft. AGL. Above the Deschutes River for 100 miles at no more than 40 mph.

e. Helicopter will have working radios able to communicate with everyone in the helicopter.

f. The pilot must be able to make the flights as we request in November, December, and

January as weather and water clarity permit. Flights will be scheduled within seven days of our determination when to fly.

g. The Contractor’s pilot will determine all conditions regarding safety prior to and during the flight. Should the Contractor’s pilot consider the conditions unsafe, they will either forego that particular flight or return to base or any other site deemed more appropriate for safety reasons.

The ODFW will:

a. Provide up to three (3) ODFW biologists as observers and survey equipment.

Instruct the Contractor’s pilot regarding survey locations, routes, approaches, flight patterns, and techniques to allow the Agency biologists to collect all necessary Fall Chinook red surveys

2.5 Safety Procedures:

Contractor’s pilot will determine all conditions regarding safety prior to and during the flight. Should the Contractor’s pilot consider the conditions unsafe, the pilot and the ODFW Crew will either forego that particular flight, return to base or land at another site deemed more appropriate for safety. The flight schedule is approximate and may be subject to change for reasons of inclement weather or animal distribution as a result of range conditions. Schedules may be adjusted between locations if necessary to complete survey work in an effective manner. Actual departure sites may vary to facilitate efficient and safest use of aircraft time. The schedule may also require non-flight days to accommodate weather conditions, aircraft service schedules, and unforeseen events. Aircraft to be provided: as described in section.

2.6 Aircraft or Equipment Break Down:

Should the aircraft or other essential equipment break down and cause delay or termination of the operation, the equipment shall be repaired or replaced within 48 hours to allow continuance of the project. Failure to do so may result in a $500/day penalty until deficiencies are corrected. In the event weather conditions force a long-term shutdown during the surveys, and it is agreed the airship has to return to its home base then one-half the ferry time will be paid. All aircraft repairs must be made in accordance with FAR Part 135 standards before the operation proceeds.

2.7 Pilot to be provided: as described in Section 3.1.2

2.8 Additional or Substitute Aircraft or Pilot:

If for any reason an additional or substitute aircraft or pilot are required to complete the work required under this contract, it will be the responsibility of the contractor to supply or subcontract the same, within 48 hours, and with ODFW approval, at the contractor’s expense.

The contractor must specify names of pilots provided for this contract and may not provide substitute pilots without prior approval by ODFW.

2.9 Poor Pilot Performance:

ODFW reserves the right to ground any pilot who, in its sole opinion, violates Contract requirements, is unsafe, or otherwise performs unsatisfactorily. Contractor will be required, within 48 hours, to replace the grounded pilot. All replacements shall be approved in advance of use under the contract by ODFW. Failure to furnish a replacement pilot within the specified time will authorize ODFW to assess Contractor the amount of $500 per day for delay.

2.10 Damages:

Contractor shall deliver within the time indicated in Sample Contract (Attachment A). Should Contractor fail to meet the delivery schedule, thereby making it necessary for the State to purchase urgently needed services from another source, Contractor shall pay the difference between the accepted bid price and the new purchase price.

2.11 Specific Requirements:

Successful Offeror shall:

• Meet with the designated Agency biologist and be ready to fly at sunrise each morning. The usual procedure will be to fly two to four hours per day, at the biologist’s discretion.

• Make services available for this project within a 48-hour notice by the Agency.

• Determine all conditions regarding safety prior to and during the flight. Advise Agency if conditions are unsafe and either forego the flight or will return to base or any other site deemed appropriate for safety reasons.

• Flight schedule is approximate and may be subject to change for reasons of inclement weather, animal distribution as a result of range conditions and weather, data collection needs, or budget availability. Schedules may be adjusted between locations if necessary to complete survey work in an effective manner. Actual departure sites may vary to facilitate efficient and best use of aircraft time. Schedule may also require non-flight days to accommodate weather conditions, aircraft service schedules, and unforeseen events.

Additional mission periods may be requested by Agency within the contract period.

2.12 Failure to Perform:

Unless the contractor is providing architectural, engineering, photogrammetric mapping, transportation planning or land surveying services or related services, as defined in ORS 279C.100, or unless the contracting agency for good cause specifies otherwise, the scope of work shall require the contractor to meet the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services. The contract terms and conditions shall specify clear consequences for a contractor's failure to perform the scope of work identified in the request for proposals or the contractor's failure to meet established performance standards. The consequences may include, but are not limited to:

(A) Reducing or withholding payment

(B) Requiring the contractor to perform, at the contractor's expense, additional work necessary to perform the identified scope of work or meet the established performance standards; or

(C) Declaring a default, terminating the public contract and seeking damages and other relief available under the terms of the public contract or other applicable law.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFEROR REQUIREMENTS

Proposals not in compliance with the following Minimum Offeror Requirements will be rejected. At a minimum, responses to the solicitation shall include:

Aircraft to be provided by Offeror

The contractor is required to provide one (1) helicopter for the duration of the survey. Helicopters must be a Jet Ranger, Long Ranger or equivalent airframe, please specify in quote. Helicopter shall be a four-seat or equivalent with three-observer capability. Airframes with Bubble doors or wedge windows will be graded higher (or) are mandatory for each observer to ensure adequate visibility during the survey. Submit with the bid the airframe age of each aircraft with the complete damage history. Each aircraft is required to have radio communications between the pilot and ground crew, a G.P.S. navigational system, and a remote aircraft tracking system allowing Agency personnel and/or the contractor to monitor the aircrafts’ flight progress in real time from a remote location.

The aircraft must currently be certified and maintained in accordance with Federal Aviation Regulations (FAR) Part 135 standards. Aircraft must be qualified for the work and terrain required in accomplishing our work and approved by FAA. Substitute or back-up aircraft must meet the same standards as the original aircraft requirements we specified. All approved aircraft shall be authorized to perform the requirements of this contract in compliance with the current FAA and Oregon State Division of Aeronautics’ rules and regulations, as applicable to such requirements.

ODFW reserves the right to check the background of any aircraft and may reject any bid if unfavorable information is detected. PILOT(S) REQUIREMENTS – Attachment H

Have flight experience as follows, substantiated by pilot logbook:

- Minimum of 1000 hours of flight time with aircraft equivalent to this contract requirement

- Minimum of 100 hours of low elevation (<500 ft.) over variable and rough terrain.

- Minimum of 100 hours of flying altitudes up to 6,500 ft.

- Minimum of 25 hours of takeoffs and landings in remote areas.

- Minimum of 75 hours of wildlife inventory experience.

- Aircraft pilots must be qualified in accordance with FAR Part 135. Substitute or back-up pilots must meet the same standards as the original pilot requirements as specified. All approved pilots shall be authorized to perform the requirements of this Solicitation in compliance with the current FAA and Oregon State Division of Aeronautics’ rules and regulations, as applicable to such requirements. The Agency reserves the right to check the background of any pilot through the Federal Aviation Administration. If substantiated information is found showing poor performance, safety violations, failure to fulfill contractual obligations, minimum requirements not being met, or any other unfavorable information; the Agency reserves the right to reject any pilot/proposal for purposes of this Solicitation and any resulting contract.

Offeror Qualifications – Attachment H

• Offeror must have a minimum of three (3) years of successful professional experience performing services comparable to those required under this contract, and

• Bidder must provide at least two current professional references and one professional reference for work (from different firms and clients) supportive of bidder’s ability to comply with the requirements of this contract.

• Offeror must provide copies of required Aircraft & Pilot FAR 135 certification and Safety Management System with proposal.

The Offeror shall submit completed Reference Check Form – Attachment D

• Bidder must provide at least two (2) current professional references and one (1) professional reference for work (from different firms and clients) supportive of bidder’s ability to comply with the requirements of this RFP.

• References must verify the quality of previous, related Work.

• Agency may check to determine if references provided support Offeror’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

• Offeror shall submit reference names and contact information. Agency will make three (3) attempts to contact each of the references provided by the Offeror. If these attempts are unsuccessful, the Offeror will receive a score of zero for that reference.

3.2 MINIMUM SUBMISSION REQUIREMENTS

Offer Format and Quantity

Offers must be in the form of a An Offer “package” containing one (1) original copy of the Offer.

Offers should be prepared in a simple, economical manner, without stiff binders or covers.

Responses to each section and subsection should be labeled to indicate the item being addressed.

Offer must describe in detail how requirements of this Solicitation will be met and may provide additional related information. Price Offer information must be submitted as a separate sealed envelope.

In addition, if Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer, clearly identified as the redacted version.

Authorized Representative

A representative authorized to bind the Offeror shall sign the Offer. Failure of the authorized representative to sign the Offer may subject the Offer to rejection by Agency.

3.3 PROCUREMENT PROCESS

Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system Solicitation documents will not be mailed to prospective Offerors.

Agency shall advertise all Amendments on OregonBuys e-procurement system. Prospective Offeror is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

Questions / Requests for Clarification

All inquiries, whether relating to the solicitation process, administration, deadline, or method of award, or to the intent or technical aspects of the solicitation must:

• Be emailed to SPC

• Reference the OregonBuys bid number

• Identify Offeror’s name and contact information

• Be sent by an authorized representative

• Refer to the specific area of the solicitation being questioned (i.e., page, section, and paragraph number); and

• Be received by the date and time for Questions/Requests for Clarification identified in the Schedule Pre-Offer Conference

A Pre-Offer conference WILL NOT be held for this solicitation.

Offer Submission

Offeror is solely responsible for ensuring its Offer is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Offer submitted by any means not authorized may be rejected.

Submission Options:

Delivery through OregonBuys

OregonBuys Electronic Response. Offeror should submit its Offer electronically through OregonBuys. Offeror should follow the procedures outlined in detailed instructions on how to submit an Offer can be found at OregonBuys Vendor Formal Solicitation Response.pdf

The cost sheet must be submitted as a separate electronic response file.

Offeror shall submit one copy of its Offer and all other submittal requirements, with Attachment C - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Offeror shall also mark as “Confidential” in OregonBuys all attachments to its Offer that Offeror believes are exempt from disclosure

The Offeror Information and Certification Sheet (Attachment C) must bear the Offeror’s authorized representative’s Signature.

Delivery through Hard Copy Response (Mail, Parcel Carrier)

If Offeror elects to submit its Offer by hard copy, Offeror shall submit its Offer and all other submittal requirements using only white 8 ½” x 11” Recycled Paper, minimum 12-point font.

Offeror shall submit a copy of its offer and all other submittal requirements, with Attachment C - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature. If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478) Offeror also shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

Offeror shall submit its Offer in a sealed package addressed to the SPC with the Offeror’s name and the OregonBuys bid number clearly visible on the outside of the package.

MAIL:

ATTN: KATHY BLEHM - PROCUREMENT

2023 DESCHUTES FALL CHINOOK AERIAL REDD SURVEYS

RFP #S-63500 - 00008276

OREGON DEPARTMENT OF FISH AND WILDLIFE

4034 Fairview Industrial Drive SE Salem, OR 97302

Delivery through Other Electronic Media Response (E-Mail)

If Offeror elects to submit its Offer by other electronic media, Offeror shall submit one copy of its Offer and all other submittal requirements, to the E-Mail address below:

E-Mail Address: ODFW.Bids@odfw.oregon.gov

When E-Mailing in bids, Offerors must address the Subject line as follows:

Subject: OFFER FOR RFP #S-63500-00008276

The total combined file size of all documents should be compressed so it does not exceed 10 megabytes.

If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS

192.311 through 192.478), Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

The Offeror Information and Certification Sheet (Attachment C) must bear the Offeror’s authorized representative’s Signature.

Modification or Withdrawal Quotes or Offers

Any Offeror who wishes to make modifications to an Offer already received by Agency shall submit its modification in one of the manners listed in the offer Submission Options section and must denote the specific change(s) to the offer submission.

If an Offeror wishes to withdraw a submitted Offer, it shall do so prior to Opening. The Offeror shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC mailto:ODFW.Bids@odfw.oregon.gov

Offer Opening Date (Offer Due Date)

Offer and all required submittal items must be received by the SPC on or before Opening. All Offer modifications or withdrawals must be completed prior to Opening.

Offers received after Opening are considered LATE and will NOT be accepted for evaluation. Late Offers will be returned to the respective Offeror or destroyed.

Offer Rejection

Agency may reject an Offer for any of the following reasons:

• Offeror fails to substantially comply with all prescribed solicitation procedures and requirements, including but not limited to the requirement that Offeror’s authorized representative sign the offer.

• Offeror fails to meet the responsibility requirements of ORS 279B.110.

• Offeror has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

• Offeror makes any contact regarding this solicitation with State representatives such as

State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Offeror attempts to inappropriately influence a member of the Evaluation Committee.

• Offeror is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the solicitation or Amendment.

OPENING OF OFFERS

There will be no public Opening of Proposals. Offers received will not be available for inspection until after a contract has been signed by the winning offeror. However, Agency will record and make available the identity of all Offerors after Opening.

3.4 OFFER CONTENT REQUIREMENTS

Offeror must address each of the items listed in this section and all other requirements set forth in this solicitation. Offeror shall describe the Goods to be provided or the Services to be performed or both. An Offer that merely offers to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

Offeror Certification & Information Sheet (Attachment C)

The Offeror shall complete and submit the Offeror Information and Certification Sheet (Attachment C).

The Offeror shall complete and submit the Reference Check Form (Attachment D)

Provide at least two (2) current professional references and one (1) professional reference for work (from different firms and clients) supportive of Offeror’s ability to comply with the requirements of this contract. References must verify the quality of previous, related Work.

References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Offeror’s ability to comply with the requirements of this solicitation. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

Offeror shall submit reference names and contact information. Agency will make three (3) attempts to contact each of the references provided by the Offeror. If these attempts are unsuccessful, the Offeror will receive a score of zero for that reference.

Cost Sheet (Attachment E)

Submit a detailed Cost Sheet (Attachment E) stating the price for each deliverable and the total price for the entire project that includes the following items:

• Mobilization/Set up Fees

• Aircraft and pilot (price per hour),

• Ferry flights, if different from above (price per hour); and

• Per diem (per day, per person) *; and

*Per State of Oregon Rates https://www.oregon.gov/das/Procurement/Pages/Travel.aspx

Responsibility Inquiry Form (Attachment G)

Offeror is required to complete and submit Attachment G — Responsibility Inquiry.

Scored Component Form (Attachment H)

Submit a detailed Scored Component Form (Attachment H) with written General Qualifications that demonstrate capability to complete the requested services, written detailed Understanding of Requested Services/Project, Pilot(s) qualifications (Primary and Back-up), Specify key persons to be assigned to this project, and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this

RFP.

Public Record/Confidential or Proprietary Information

All Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a Offeror believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal.

Offeror is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Offeror to consult with its own legal counsel regarding disclosure issues.

If Offeror fails to identify the portions of the Proposal that Offeror claims are exempt from disclosure, Offeror has waived any future claim of non-disclosure of that information.

https://www.oregon.gov/das/Procurement/Pages/Travel.aspx

3.5 EVALUATION PROCESS

Responsiveness and Responsibility Determination

An Offer received prior to Opening will be reviewed to determine if it is Responsive to all Solicitation requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Offeror. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

Agency will determine if an apparent successful Offeror is Responsible prior to award and execution of the Contract. Offerors shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject an Offeror found to be not Responsible.

Evaluation Criteria

Offers meeting the requirements outlined in the Proposal Content Requirements section will be evaluated by an Evaluation Committee for scoring.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Offers. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

Each member of the Evaluation Committee will evaluate the Scored Proposal Components of each Proposal. Points given by each evaluator will be summed and divided by the number of evaluators to compute an average performance score for each Proposal.

Points Possible Scored Proposal Component

10 Understanding of Requested Services/Project 30 General Qualifications 30 Pilot(s) Qualifications 30 Estimated Fees

100 Total Maximum Points possible

3.5.1.1 Evaluation Item 1 - Understanding of Requested Services/Project (Attachment H)

Write a clear and concise understanding of the project based on existing information.

Address general description of the purpose and key issues.

3.5.1.2 Evaluation Item 2 – General Qualifications (Attachment H)

Demonstrate capability to complete the requested services. Response must list projects performed within the last three years, most comparable to the requested services.

Include a description of their type, size, and duration. Also, for each project, indicate whether the work was accomplished within the original budget and deadlines, or needed to be revised. Briefly explain the reason for any revisions.

Does the Offeror clearly describe how their qualifications will allow them to successfully perform the scope of work and meet all the minimum requirements?

Does the proposal demonstrate services comparable to those required under this RFP?

Does the Offeror demonstrate comparable services required under this RFP?

3.5.1.3 Evaluation Item 3 – Pilot(s) Qualifications, Primary and Back-up (Attachment H)

List all Pilot(s) flight experience over and above the Mandatory Requirements listed in section 3.1.2.

3.5.1.4 Evaluation Item 5 - Price – (Attachment E)

The Offeror must bid pursuant to requirements on Attachment E for the proposed services.

For evaluation purposes Agency will calculate a total based on lines 1 thru 6 by multiplying estimated quantity x unit prices for each line.

3.6 PRICE EVALUATION

The SPC will conduct the price evaluation. The SPC will award a price score to each Cost Sheet based upon the percentage of the proposed price as compared to the lowest Offeror’s price using the following formula:

lowest price of all Offerors X price points possible = price score price being scored

3.7 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Offerors describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest scoring Responsible Offeror; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.8 TIEBREAKERS

Oregon Supplies: If Agency receives Offers identical in price, fitness, availability, and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

3.9 POINT AND SCORE CALCULATIONS

Scores are the values assigned by each evaluator. Points are the total possible value for each section as listed in the table below. The SPC will average all scores for each evaluation criterion.

Price points are calculated as stated in the Price Evaluation section. Points possible are as follows:

TOTAL POINTS POSSIBLE: 100

POINTS POSSIBLE

3.5.2.1 Understanding of Requested Services/Project 10

3.5.2.2 General Qualifications 30

3.5.2.3 Pilot(s) Qualifications, Primary and Back-up 30

3.5.2.5 Price 30

3.10 SCORING OF OFFERORS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Proposal and Offeror, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

Award Consideration

If awarded the Agency shall award a Contract to the highest scoring Responsible Offeror(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this solicitation.

Intent to Award Notice

Agency will notify all Offerors in Writing that Agency is awarding a Contract to the selected Offeror(s) subject to successful negotiation of any negotiable provisions.

4.2 APPARENT SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

Offeror who is selected for a Contract award under this Solicitation will be required to submit additional information and comply with the following:

Insurance

Prior to execution of the Contract, the apparent successful Offeror shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest scoring Offeror. Offeror is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit B of Attachment A) prior to Proposal submission.

Taxpayer Identification Number

The apparent successful Offeror shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

http://www.irs.gov/pub/irs-pdf/fw9.pdf

• When requested by Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Offeror has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

Business Registry

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

Responsibility Inquiry

Prior to award, Offeror shall be required to complete and submit Attachment G — Responsibility Inquiry.

Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Offeror employs 50 or more full-time workers, Offeror shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Offeror by the Oregon Department of Administrative Services.

For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this Offer, Offeror must certify by its Signature on Attachment C - Offeror Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

4.3 CONTRACT NEGOTIATION

Negotiation

By submitting an Offer, Offeror agrees to comply with the requirements of the solicitation, including the terms and conditions of the Sample Contract (Attachment A), with the exception that terms are reserved for negotiation. Offeror shall review the attached Sample Contract and note exceptions.

Unless Offeror notes exceptions in its Proposal, the State intends to enter into a Contract with the successful Offeror with terms set forth in the Sample Contract (Attachment A). It may be possible to negotiate some provisions of the final Contract; however, many provisions cannot be changed.

Offeror is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, Agency will consider the Scope of requested exceptions in the evaluation of Offers.

Any Proposal that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

All items, except those listed below, may be negotiated between Agency and the apparent successful Offeror in compliance with Oregon State laws:

http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

• Choice of law

• Choice of venue

• Constitutional requirements

• All applicable Federal and State requirements

In the event the parties have not reached mutually agreeable terms within 15 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest scoring Offeror.

SECTION 5: ADDITIONAL INFORMATION

5.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories:

disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4 biz

If the Contract has potential subcontracting opportunities, the successful Offeror may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

5.2 GOVERNING LAWS AND REGULATIONS

This Solicitation is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or from the jurisdiction of any court.

5.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this Solicitation become the Property of Agency. By submitting an Proposal in response to this RFP, Offeror grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating an Agreement, if awarded to Offeror, or as otherwise needed to administer the Solicitation process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Offers, including supporting materials, will not be returned to Offeror unless the Offeror is submitted late.

5.4 CANCELLATION OF RFP; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Offers in-whole or in-part or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor Agency is liable to any Offeror for any loss or expense https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Proposal.

5.5 COST OF SUBMITTING AN OFFER

Offeror shall pay all the costs in submitting its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

5.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Offeror shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

5.7 RECYCLABLE PRODUCTS

Offeror shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract. (ORS 279B.025)

5.8 CHECKLIST DISCLAIMER

Any checklists that may be contained in this Solicitation are provided only as a courtesy to prospective Offeror. Agency makes no representation as to the completeness or accuracy of any Checklist.

Prospective Offeror is solely responsible for reviewing and understanding the Solicitation and complying with all the requirements of this Solicitation, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Offeror based upon, resulting from, or related to, Offeror’s failure to comprehend all requirements of this Solicitation.

http://www.oregon.gov/DAS