RFP S-63500-00015816 OB.pdf

OregonBuys RFP #S-63500-00015816- Lake County Aerial Capture of California Bighorn Sheep

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STATE OF OREGON

COVER PAGE

Oregon Department of Fish and Wildlife is issuing this Intermediate Procurement under

S-63500-00015816 for

LAKE COUNTY AERIAL CAPTURE OF CALIFORNIA BIGHORN

SHEEP

Date of Issue: February 12, 2026

Opening Date: February 26, 2026, 2:00 P.M.

Single Point of Contact (SPC): Marcus Jones, Contracts Specialist 2

Address: 4034 Fairview Industrial Dr. SE City, State, Zip: Salem, Oregon 97302 Phone (voice): (971) 707-8151 E-mail: Marcus.Jones@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.

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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 AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

2.5 SAFETY PROCEDURES

2.6 AIRCRAFT TO BE PROVIDED

2.7 AIRCRAFT OR EQUIPMENT BREAKDOWN

2.8 PILOT TO BE PROVIDED

2.9 ADDITIONAL OR SUBSTITUTE HELICOPTER OR PILOT:

2.10 POOR PILOT PERFORMANCE

2.11 DAMAGES:

2.12 SPECIFIC REQUIREMENTS

2.13 FAILURE TO PERFORMS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM PROPOSAL REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 PROPOSALS CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 COST EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF PROPOSERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES

5.6 COST OF SUBMITTING AN OFFER

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.8 RECYCLABLE PRODUCTS

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT[must be returned with proposal if applicable] ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET [must be returned with proposal] ATTACHMENT D REFERENCE CHECK FORM [must be returned with proposal] ATTACHMENT E COST SHEET [must be returned with proposal] ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN [must be returned with proposal] ATTACHMENT G RESPONSIBILITY INQUIRY [must be returned with proposal] https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4 https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4

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ATTACHMENT H SCORED COMPONENTS FORM [must be returned with proposal]

ATTACHMENT I MAPS

ATTACHMENT J RESPONSIBILITY INQUIRY [must be returned with proposal]

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Fish and Wildlife, (“Agency”), is issuing this Intermediate Procurement under the provisions of ORS 279B.070.

This is intermediate procurement, and no protests will be allowed.

The Oregon Department of Fish and Wildlife’s (ODFW or Agency) mission is to protect and enhance Oregon’s fish and wildlife and their habitats for use and enjoyment by present and future generations. The Agency’s is seeking a contractor (hereafter” Proposer) to provide a helicopter, experienced pilot, fuel truck and driver, a two-to-five-person wildlife capture crew, net gun, and capture equipment to capture California Bighorn Sheep from two herds in Lake County (Abert Rim and Hart Mountain).

Agency anticipates using 40 flight hours to capture up to 80 California bighorn sheep during the first performance period.

The Hart Mountain Bighorn Sheep population was established in 1954 after 20 sheep were captured in Williams Lake, BC and released on the refuge. Since 2017 the population has experienced a rapid decline from 500 individuals to only 122 remaining in 2024. The successful proposer will capture and collar up to 40 lambs and 20 ewes over two years in spring/summer 2026 and 2027. The primary goal of this capture is to collar neonate lambs to determine causes of lamb mortality. Capture timing is anticipated to be in mid-May (approx. May 15) to coincide with the birth pulse. The successful proposer will attempt to capture neonates in May using a variety of techniques including hand capture of lambs on the ground, hand capture of lambs from the helicopter, and helicopter net gunning using a 4 x4m, 10 cm mesh lightweight nylon net from a handheld net gun. An additional capture may be needed in late July to capture any remaining ewes and lambs. Lambs will be more mobile, larger in size, and be located in terrain more conducive to use standard netgun capture techniques during this timeframe.

The Abert Herd was established in 1975 after receiving transplants from Hart Mountain.

This herd steadily increased over the years with an estimated population of 100 in 2020 but has since declined over the last 5 years with an estimate of 58 in 2024. The successful proposer will capture 20 sheep (15 ewes, 5 rams) during late July 2026.

Agency will award one Contract from this solicitation.

The term of the Contract is anticipated to be (two) 2 years starting May 1, 2026, through May 31, 2028. September 2028.

The initial Period of Performance will be June 30, 2026, through August 15, 2026.

The second Period of Performance will be June 30, 2027, through August 15, 2027.

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Prior to the start of the second period of performance, the Agency will allow a pricing adjustment. Pricing adjustments will be processed by written amendment.

The Agency reserves the right to renew for up to one (1) performance period, June 30, 2028- August 15, 2028. The additional performance period will be through written amendment.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this solicitation.

Event Date Time

Questions/Requests for Clarification Due February 18, 2026 5:00 PM

Answers to Questions and Requests for Clarification Issued by Agency (approx.) February 19, 2026 5:00 PM

Opening (proposal Due) February 26, 2026 2:00 PM

Issuance of Notice of Award (approx.) March 12, 2026

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140.

Agency is using the Intermediate Procurement solicitation method set forth in 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.

2.2.1 General Definitions

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

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

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2.3 OVERVIEW AND PURPOSE

The Agency’s mission is to protect and enhance Oregon's fish, wildlife, and their habitats for use and enjoyment by present and future generations. Proposals are being requested by the Agency’s Wildlife Division. The Wildlife Division consists of two main programs – Diversity Program and Game Program.

• The Diversity Program is responsible for statewide species surveys, conservation and management of sensitive, threatened, and endangered species, marine mammal health, and implementation of the State Wildlife Action Plan

• The Game Program is responsible for inventories of game species, game management, hunter surveys, harvest regulations, investigation of wildlife diseases, wildlife damage prevention and response, and predator control.

This proposal request is under the Game Program with the goal of supporting the Agency mission by conducting big game survey operations, wildlife research, disease surveillance, other wildlife species census, related wildlife actions, and habitat condition inventories.

Bighorn Sheep are a premier big game species in Eastern Oregon. This species has high social, economic, aesthetic and hunting values. In spring/summer of 2026-2027 ODFW is planning on capturing, collaring, sampling and releasing up to 80 bighorn sheep for disease sampling and population monitoring and management.

The purpose of the project is to capture 80 California bighorn sheep. All sheep will be sampled for disease and collared with a GPS collar to monitor for survival and movements.

Bighorn sheep will be captured from two different herds: Abert Rim and Hart Mountain.

2.4 SCOPE OF WORK/SPECIFICATIONS

The Agency is seeking a contractor (hereafter” Proposer) to provide a turbine engine helicopter, experienced pilot, fuel truck and driver, a two-to-five-person wildlife capture crew, net gun, and capture equipment to capture up to 80 California Bighorn Sheep from two herds in Lake County (Abert Rim and Hart Mountain). The proposer will conduct 40 flight hours in 2026 and 24 flight hours in 2027 to capture up to 80 California bighorn sheep.

TASKS:

Objective 1: Abert Rim

Task 1.1: Helicopter capture crew will capture up to 20 bighorn sheep. Of these 20 sheep, five will be young rams (less than 4 years old) and 15 will be ewes. In efforts to reduce animal stress and minimize separation from lambs, all captured sheep will be processed on the hill by ODFW staff or by the capture crew. This is a low-density bighorn herd. The Agency

(ODFW update 12/18/24) Page 7 of 25 will fly for up to 16 hours in this area or until target number of sheep are captured. Target date for this capture will be late July 2026.

Description: This project will occur on Abert Rim located within WMU 71, approximately 26 miles northeast of Valley Falls along highway 395. Capture crew will be lodged in Lakeview.

Preference would be to conduct this capture in late July 2026 depending on crew availability.

Products: Crew will capture 20 sheep (15 ewes, 5 rams). ODFW staff and/or the successful proposer will collar, collect samples (Blood, Nasal Swab and DNA), and release them on site.

Objective 2: Hart Mountain

Task 2.1: Helicopter capture crew will capture up to 60 bighorn sheep over a two-year period. In the spring/summer of 2026, up to 20 lambs and up to 10 ewes will be captured, collared and released on the hill. The first capture timeframe will occur in mid-May where the successful proposer will attempt to capture up to 20 neonate lambs and 10 ewes using hand capture techniques and lightweight hand netguns from the helicopter. A second capture using normal aerial netgun techniques may be needed in late July to capture remaining sheep. In spring/summer of 2027, up to an additional 20 lambs and 10 ewes will be captured, collared, and released using the same techniques as in 2026. Due to the difficulty of capturing neonates and the low density of sheep available for capture, the Agency will fly up to 24 hours per year in this area.

Description: Hart Mountain is located 40 miles northeast of Lakeview, Oregon, and is part of the national wildlife refuge system, managed by the USFWS. Hart Mountain is a fault block rim running north and south. The valley floor is 4,200 feet elevation while Warner peak is 8,000 feet elevation. Capture crew will be lodged at Hart Mountain Wildlife Refuge Headquarters bunkhouse.

Products: Crew will capture up to 40 lambs and 20 ewes over two years. In mid-May of 2026, up to 20 lambs and 10 ewes will be captured, collared, and processed on the hill. Any remaining uncaptured sheep will be captured in late July. ODFW staff/capture crew will be responsible for processing, collaring and collecting samples from sheep on the hill. Sheep will

(ODFW update 12/18/24) Page 8 of 25 not be slung to a base station for processing. Up to an additional 20 lambs and 10 ewes will be captured in spring/summer 2027.

Contractor will:

1. Provide ≥1 turbine engine helicopter, experienced pilot(s), gunner(s), mugger(s) and support services including fuel service truck and driver, with specifications outlined in Section 3.

2. Fuel truck provided will have enough capacity to ensure operations in remote areas for a minimum of 12 hours of flight time.

3. Provide a net gun and nets for capturing adult ewes and rams, dart gun for darting adults in rugged terrain, 4x4m nylon nets with 10cm mesh (or equivalent lightweight net) and a gun for lamb capture, cartridges, hobbles, blindfolds, and penetrating captive bolt equipment.

4. Transport ODFW biologists to capture locations when processing and releasing sheep in the field and/or sling captured sheep to base station for ODFW staff to process.

5. Provide the agency with time stamped GPS coordinates of where each bighorn is captured.

6. Provide ODFW with recorded flight path tracks (OnX or equivalent method).

7. Capture up to 80 bighorn sheep (40 lambs and 40 ewes) over 2 years from 2 identified herds in Lake County (Hart Mt and Abert Rim).

8. Provide an onboard GPS that allows the upload of polygon and point shapefiles.

9. Provide real time flight following (preferred) or the ability to quickly download the flight log at each refueling period.

10. Physically restrain, hobble, and blindfold all bighorn sheep captured. If necessary, transport no more than 4 sheep at a time to designated locations using sling bags. If processed on the hill, capture crew may collar and collect samples including blood, fecal, DNA, and nasal swabs.

11. Capture the desired sex and age class of sheep in the correct locations identified by the capture boss. Successful Proposer will not be compensated for incorrect animals that are captured.

12. The Successful Proposer will not be compensated for animals that die or must be euthanized from capture-related injuries at the time of capture. All capture related deaths and injuries must be reported and brought to ODFW staff immediately for evaluation.

13. Be responsible for humane euthanasia of injured animals using a penetrating captive bolt.

The Successful Proposer will provide adequate and appropriate restraint to ensure accurate placement and operator safety. In addition to sufficient restraint, the Successful Proposer must be appropriately trained and skilled, and the proper cartridge strength for the size of

(ODFW update 12/18/24) Page 9 of 25 animal must be used. It is important that there is sufficient energy from gun powder or compressed air to penetrate the skull of the individual being euthanatized. Exsanguination must follow use of the penetrating captive bolt. Penetrating captive bolt equipment must be maintained and used properly.

14. Capture will be most efficient in favorable weather. Successful Proposer will determine all factors related to crew safety and suitable flying conditions.

15. Adhere to recommended chase times specified by ODFW capture boss and District Wildlife Biologist prior to capture beginning.

16. Disinfect (using chlorhexidine) all capture related gear including nets, bags, vests, clothing, and blindfolds between sheep captures to reduce risk of M.ovi disease transmission between herds. ODFW staff will provide chlorhexidine solution and will assist with cleaning process.

ODFW will:

1. Provide detailed coordinates and instructions on specifics for bighorn capture.

2. Be responsible for all samples and disease testing as well as release protocols.

3. Provide needed biologist and veterinarian and equipment to conduct sampling and tests.

4. Provide GPS collars for monitoring activities.

5. Provide acceptable chase times for each capture.

6. Provide chlorhexidine solution to disinfect gear between captures.

7. Provide immobilization drugs and darts if necessary for the capture.

8. Assist with ground capture of neonate lambs were feasible.

2.5 Safety Procedures:

The Successful Proposers pilot(s) must communicate and maintain all safety procedures.

Safety procedures will not be compromised at any time during the contract.

2.6 Aircraft to be provided: as described in section 3.1.1

2.7 Aircraft or Equipment Break Down:

Should the helicopter 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

(ODFW update 12/18/24) Page 10 of 25 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.

2.8 Pilot to be provided: as described in Section 3.1.4

2.9 Additional or Substitute Helicopter or Pilot:

If for any reason an additional or substitute helicopter or pilot are required to complete the work required under this contract, it will be the responsibility of the Successful Proposer to supply or subcontract the same, within 48 hours, and with ODFW approval, at the Successful Proposer’s expense. The Successful Proposer must specify names of pilots provided for this contract, and may not provide substitute pilots without prior approval by ODFW.

2.10 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. Successful Proposer 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 Successful Proposer the amount of $500 per day for delay.

2.11 DAMAGES:

Successful Proposer 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, Successful Proposer shall pay the difference between the accepted bid price and the new purchase price.

2.12 Specific Requirements:

Successful Proposer shall:

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

2. Transport at designated locations.

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

4. Determine all conditions regarding safety prior to and during the flight. Advise Agency if conditions are unsafe and either forego the particular flight or will return to base or

(ODFW update 12/18/24) Page 11 of 25 any other site deemed appropriate for safety reasons. Flight Following will be coordinated with Agency Contract Administrator.

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 capture work in an effective manner. Actual departure sites may vary to facilitate efficient and safest use of helicopter 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.

2.13 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 PROPOSAL REQUIREMENTS

Proposals not in compliance with the following Minimum Proposal requirements will be rejected. At a minimum, Proposals shall include the following:

3.1.1 Aircraft to be provided by Proposer

The Proposer is required to provide a Bell 206, Bell 206L, McDonald-Douglas 500, or equivalent aircraft to meet requirements for the aerial capture (any other helicopter offered as equivalent must have an engine horsepower rating of at least 340 horsepower).

Submit with proposal the airframe age of the aircraft with the complete damage history.

The aircraft is required to have radio communication between the pilot, the two

(ODFW update 12/18/24) Page 12 of 25 observers/passengers and ground crew, a G.P.S. navigational system, and flight following capacity. The aircraft must currently be maintained in accordance with Federal Aviation Regulations (FAR) Part 135 standards. Aircraft must be qualified for the work and terrain required in accomplishing the work, and approved by FAA. Substitute or back‐up aircraft must meet the same standards as the original aircraft requirements as 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.

3.1.2 Registration Requirements

Helicopter and Pilot must be certified FAR Part 135.

3.1.3 Fuel Truck Requirements

Fuel is available at several airports in the region. When surveys are conducted from a base of operations that does not offer Jet A fuel service, coordination and communication with the biologists will occur to ensure access to fuel services is included in survey planning. A four-wheel drive fuel truck with a minimum 8 hours of Jet A fuel on board and capable of traveling secondary and tertiary, potentially unmaintained roads will be necessary for the project (e.g.: no fuel trailers will be accepted).

3.1.4 Pilot(s) Requirements

Have flight experience as follows, substantiated by pilot logbook:

- Minimum of 1000 hours of helicopter 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 7,500 ft.

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

- Minimum of 100 hours of wildlife inventory experience.

- Minimum of 50 hours of wildlife capture 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 RFP 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

(ODFW update 12/18/24) Page 13 of 25 requirements not being met, or any other unfavorable information; the Agency reserves the right to reject any pilot/proposal for purposes of this RFP and any resulting contract.

3.1.5 Proposer Qualifications - Attachment H

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

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

3.1.6 PROPOSER shall submit completed Reference Check Form – Attachment D

Proposer shall submit completed Reference Check Forms from Four (3) References as explained below:

• Proposer must provide at least four (3) current professional references from different firms and clients who they conducted similar ungulate capture work for who are supportive of bidder’s ability to comply with the requirements of this RFP.

• If a reference provided by Proposer is an ODFW Employee, only one (1) will be accepted.

• References must verify the quality of previous, related work and provide mortality rates from past captures conducted with the proposer.

• Agency may check to determine if references provided support Proposer’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 Proposer’s qualifications.

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

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Format and Quantity

Proposer should follow the format and reference the sections listed in the Proposer Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

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OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in electronic submission.

Cost information must be submitted as a separate electronic file.

Proposer shall submit one electronic copy of its Proposal. In addition, if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS

192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

3.2.2 Authorized Representative

A representative authorized to bind the Proposer shall sign the Proposal. Failure of the authorized representative to sign the Proposal may subject the proposal to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 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 Proposers.

Agency shall advertise all Amendments on OregonBuys e-procurement system.

Prospective Proposer 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.

3.3.2 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 the SPC

• Reference the OregonBuys bid number

• Identify Proposer’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 due date and time for Questions/Requests for

Clarification identified in the Schedule

3.3.3 Pre-Proposal Conference

A pre-submittal conference will not be held for this solicitation.

https://oregonbuys.gov/bso

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Submission Options

Delivery through OregonBuys

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in detailed instructions on how to submit a Proposal can be found at OregonBuys Supplier Bid Solicitation Response.pdf.

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

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

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

3.3.4 Modification or Withdrawal of Quotes or Proposals

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

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to Opening.

The Proposer shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Proposal in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.5 Proposal Opening Date

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

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

3.3.6 Proposal Rejection

Agency may reject a Proposal for any of the following reasons:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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

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

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

• Proposer 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.

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

• Proposer 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.

3.3.7 Opening of Proposals

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued. However, Agency will record and make available the identity of all Proposers after Opening.

3.4 PROPOSALS CONTENT REQUIREMENTS

Proposer must address each of the items listed in this section and all other requirements set forth in this solicitation. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal 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.

3.4.1 Proposer Information and Certification Sheet (Attachment C)

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

3.4.2 References (Attachment D)

Provide at least (three) 3 references from current or former client firms for similar projects performed for any clients within the last (five) 5 years. References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this solicitation. Agency may use references to obtain

(ODFW update 12/18/24) Page 17 of 25 additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment D) to its references.

Reference forms must be completed by the reference, returned to the Proposer and submitted with the Proposal prior to opening.

3.4.3 Costs (Attachment E)

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

• Mobilization/Set up Fees

• Helicopter and pilot (price per hour),

• Fuel truck

• Fuel truck driver

• 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

3.4.4 Public Record/Confidential or Proprietary Information

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a Proposer 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), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal.

Proposer 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 Proposer to consult with its own legal counsel regarding disclosure issues.

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

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Proposals received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and proposal Content Requirements section. If the Proposal is unclear, the SPC may request

(ODFW update 12/18/24) Page 18 of 25 clarification from Proposer. 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.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

3.5.2 Evaluation Criteria

Proposals meeting the requirements outlined in the Offer Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0% to 100% for each evaluation criterion listed below in this section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of proposals. 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.

SCORE EXPLANATION

90 – 100%

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

60 – 89%

VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

50 – 59%

ADEQUATE – Response meets all requirements in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

11 – 49%

FAIR – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

0-10% RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the solicitation. Proposer has not demonstrated knowledge of the subject matter.

(ODFW update 12/18/24) Page 19 of 25

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

Evaluation Item 2- General Qualifications (Attachment H)

• Does the Proposer 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 Proposer demonstrate comparable services required under this

RFP?

3.5.2.3 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 3.1.4.

3.5.2.4 Evaluation Item 4 - References (Attachment D)

• Score the references based upon the submitted scores submitted from three references as required in Attachment D. Each Reference will be asked a series of questions that will be scored. The total average score (from 3 references) is worth up to 15 points (as described in 3.9 Table below).

3.5.2.5 Evaluation Item 5 - Price (Attachment E)

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

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

3.5.2.6 Evaluation Item 6 – Capture Crew Qualifications (Attachment H)

• How well does the Proposal meet the minimum Key Person Requirements of the Capture Crew?

3.6 COST EVALUATION

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

(ODFW update 12/18/24) Page 20 of 25 lowest cost of all Offerors X cost points possible = cost score cost 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 Proposers 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-ranking Responsible Proposer; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.8 PREFERENCES

3.8.1 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the cost for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the cost score.

3.8.2 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer proposes Goods manufactured with Recycled Materials, and at least 1 Proposer does not, Agency will select the Proposer proposing Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the cost of the Goods according to any applicable reciprocal preference.

3.8.3 Tiebreakers

Oregon Supplies: If Agency receives Proposers identical in cost, 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

Cost points are calculated as stated in the Cost Evaluation section.

(ODFW update 12/18/24) Page 21 of 25

Scores are the values assigned by each evaluator.

The SPC will average all scores for each evaluation criterion.

Points are the total possible for each section as listed in the table below:

TOTAL POINTS POSSIBLE : 170

POINTS POSSIBLE

3.5.2.1 Understanding of Requested Services/Project 25

3.5.2.2 General Qualifications 25

3.5.2.3 Evaluation of Pilot(s) Qualifications 25

3.5.2.4 References 40

3.5.2.5 Price 30

3.5.2.6 Evaluation of Capture Crew 25

EXAMPLE:

Proposer A receives scores of 10, 9, and 8 for a criterion worth 50 points. The SPC averages 10, 9, and 8 for a score of 9. 9 is used as a 90% multiplier to the possible points of 50. 50 multiplied by 90% is 45. Proposer A’s points for the criterion is 45.

3.10 RANKING OF PROPOSERS

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 Proposer, 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

4.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 3.

Agency may award less than the full Scope defined in this solicitation.

(ODFW update 12/18/24) Page 22 of 25

4.1.2 Notice of Award

Agency will notify all Proposers in Writing that Agency has awarded a Contract to the selected Propose(s) subject to successful negotiation of any negotiable provisions.

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

(Attachment B) Disclosure Exemption Affidavit [if applicable] (Attachment C) Proposer Information and Certification Sheet [must be returned with proposal] (Attachment D) Reference Check Form [must be returned with proposal] (Attachment E) Price Proposal Form [must be returned with proposal] (Attachment F) COBID Certification / Outreach Plan [must be returned with proposal] (Attachment G) Responsibility Inquiry [must be returned with proposal] (Attachment H) Scored Proposal Components Form [must be returned with proposal]

(Attachment J) Project Aircraft Form [must be returned with proposal]

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Proposer 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-ranking Proposer. Proposer is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit Bof Attachment A) prior to offer submission.

4.2.2 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:

• 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.

4.2.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Proposer shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in http://www.irs.gov/pub/irs-pdf/fw9.pdf

(ODFW update 12/18/24) Page 23 of 25

Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site: http://www.filinginoregon.com/index.htm.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

By submitting a proposal, Proposer agrees to comply with the requirements of the solicitation, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms reserved for negotiation.

Proposer shall review the attached Sample Contract and note exceptions. Unless Proposer notes exceptions to the terms and conditions identified as negotiable in its Proposal, the State intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A). It may be possible to negotiate some provisions of the final Contract; however, many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

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.

Agency will only negotiate the following provision:

• Term of the contract

• Descriptions of goods and services

• Compensation

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

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

5.2 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 http://www.filinginoregon.com/index.htm

(ODFW update 12/18/24) Page 24 of 25 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: Business Oregon : Home : State of Oregon or email: COBID Biz*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.

5.3 GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, 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 consent to the jurisdiction of any court.

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of Agency. By submitting an Offer in response to this solicitation, 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 Offer solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Offeror, or as otherwise needed to administer the intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Offers in-whole or…