RFP S 63500 00018305 N Willamette WS District Aerial Elk Surveys Project final.pdf

RFP # S-63500-00018305 North Willamette Watershed District Aerial Elk Surveys Project

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STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF FISH AND WILDLIFE

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-63500-00018305 for

NORTH WILLAMETTE WATERSHED DISTRICT (NWWD)

AERIAL ELK SURVEYS

Date of Issue: 11/10/2026

Opening Date and Time: 12/09/2026 @ 4:00 PM PST

Single Point of Contact (SPC): Patty Whalen

Address: 4034 Fairview Industrial Drive SE

City, State, Zip Salem, OR, 97302

Phone (voice) 503-979-6963

Phone (fax) 503-947-6156

E-mail: Patty.L.Whalen@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:Patty.L.Whalen@odfw.oregon.gov

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE 5

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

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS ....................................................................................... Error! Bookmark not defined.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

6.8 PRINTING, BINDING, AND STATIONERY WORK

6.9 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT (Return 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 CERTIFIED DISADVANTAGED BUSINESS 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)

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Fish & Wildlife, (“ODFW” or “Agency”), is issuing this Request for Proposal (“RFP”) under the provisions of ORS 279B.060.

The Agency is seeking a contractor (hereafter “Contractor or Proposer”) to provide a helicopter, experienced Pilot(s), and support services including fuel truck and licensed driver, to fly three (3) ODFW employees to survey elk herds in the East slope of the Coast Range Mountains and the West slope of the Cascade Mountains of NW Oregon.

Roosevelt elk are an important big game species in western Oregon. This species has high social, economic, aesthetic and hunting values and plays important roles in the economies of rural communities. ODFW is mandated by ORS 496.012 to manage wildlife to provide optimum recreational and aesthetic benefits for current and future citizens of the state of Oregon. One of the many projects conducted in support of this mandate is to conduct elk counts. These counts are conducted to obtain data used to monitor population bull ratios which is then used to assess hunting impacts. Calf ratios are also monitored which provide information on the productivity of the population.

The Period of Performance each year of the resulting Contract will be is between January 15th and March 15th. See Attachment A Sample Contract for additional information on Period of Performance.

The Proposer will provide approximately forty-point five (40.5) hours of helicopter flights during each one (1) year period.

Agency is seeking Proposals to perform the Services (the Work) laid out in the sample contract (Contract or Sample Contract). The Responsible Proposer who submits the highest-ranking Proposal is the Successful Proposer.

Additional points may be given to Proposers that can provide a secondary qualified aircraft and pilot that can be operated simultaneously to maximize survey coverage during preferred weather conditions. See RFP section 4.10.2.5.

Agency anticipates the award of one Contract from this RFP.

The term of the Contract is anticipated to be six (6) years (through April 30, 2032). In the fall of each year, the Agency will contact the Successful Proposer to offer a price increase. Price Increases will be processed by written Amendment.

Additional details on the Scope of Services are included in the Scope of Work Section below.

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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 RFP.

1.3 SINGLE POINT OF CONTACT (SPC)

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050(6)(o) and ORS 496.146(11).

The Agency has authorization to conduct wildlife management activities under ORS 496.138 consistent with the policy in ORS 496.012.

Agency is using the Competitive Request for Sealed Proposals method pursuant to ORS 279B.060 and OAR 125-247-0260.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Event Date Time

Questions & Requests for Clarification by potential Proposers are Due:

11/17/2026 @ 4:00 PM PST

Answers to Questions & Requests for Clarification Issued by Agency (approx.)

11/20/2026

RFP Protest Period Ends

(7 calendar days prior to RFP Opening)

12/02/2026 @ 4:00 PM PST

Opening of Proposals (Proposal Due Date) 12/09/2026 @ 4:00 PM PST

Issuance of Notice of Intent to Award (approx.) 12/16/2026

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

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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 three main programs – Conservation, Game, and Habitat.

• The Conservation Program is responsible for statewide species surveys, conservation and management of sensitive, threatened and endangered species, marine mammal health, and implementation of the Comprehensive Wildlife Conservation Strategy.

• 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.

• The Habitat Program is responsible for management of the department’s 16 wildlife areas, development and restoration of fish and wildlife habitat, landowner assistance for habitat development, the Access and Habitat Program, and administration of Pittman-Robertson Act funds.

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.

2.3.2 Overview and Background

Elk herd composition surveys are conducted annually to assess herd population performance in relation to the Commission adopted Management Objectives. Survey protocols require surveys to be completed by March 15 due to the timing of bull antler drop. Additionally, ODFW has been awarded a U.S. Fish and Wildlife Service (USFWS) Wildlife Restoration Grant to help fund these surveys. Use of the USFWS grant requires that flights are conducted in a manner that does not disturb spotted owls after March 1st each year. As a result, any surveys conducted after March 1st will have a reduced survey area.

2.4 SCOPE OF WORK/SPECIFICATIONS

The Proposer will provide helicopter, fuel truck and driver where needed, and highly experienced pilot to fly three (3) ODFW employees who will be counting and photographing elk to determine the number of cows, calves, and bulls in each herd. The search for elk will occur in select areas over forested lands with clear cuts, agricultural lands, and natural openings from sea level to approximately 4500 feet elevation. The survey areas include areas of the East slope of the Coast Range Mountains and the West slope of the Cascade Mountains of Northwest Oregon.

The Proposer’s pilot will need to keep elk herds that are spotted in openings in the forest and on agricultural lands from going into the trees by circling overhead, passing back and forth in front of them or hovering between the elk and the timber. Flights are typically 2-3 hours in duration. ODFW biologists will determine whether weather conditions are suitable for conducting surveys. Surveys at dawn are preferred to begin with visible light and may require up to 30 minutes pre-dawn travel time, if safe, to arrive at the survey area. Surveys may be conducted during both weekdays and weekends.

Flights will start on or after January 15, 2027, or as soon as weather is suitable for surveys, and generally conclude by the end of February. Flights must be completed before March 15th. An effort will be made to complete surveys prior to March 1st, in order to avoid potential impacts to nesting

DAS Procurement Services, Version 4.5 March 31, 2023 Page 7 of 25 birds. If flights are necessary after March 1st the survey areas will be diminished, which may result in lower total flight hours. If available, a secondary survey helicopter may be utilized simultaneously to maximize survey coverage during preferred weather conditions and times. The listed work schedule, estimated hours, locations of areas for flying and helicopter base locations are representative of the expected work, but may be subject to change. No more than three (3) observers will be passengers on each flight and may include ODFW and Oregon State Police. After January 15th, 2027, the Proposer’s services must be available to commence flight within a forty eight (48) hour notice by

ODFW.

The Proposer (s) will:

a. Provide one helicopter (see specifications below in Section 3.1.1), and a highly experienced pilot(s).

b. Provide fuel truck and driver where needed.

c. Provide a secondary qualified helicopter and pilot that can be operated simultaneously to maximize survey coverage during preferred weather conditions.

d. After January 15th, provide Services within a forty-eight (48) hour notice by Agency.

e. Conduct approximately 40.5 hours of Elk surveys along established survey routes along the

East slope of the Coast Range Mountains and the West slope of the Cascade Mountains of NW Oregon.

Flights are typically 2-3 hours in duration and occur during the early mornings (dawn), weather permitting. Afternoon flights may be utilized as deemed suitable for surveys by the Agency Biologist. Flights may start in either the Cascades or the Coast Range and proceed in a manner designed to reduce ferry times until all relevant survey areas (Scappoose, East Trask, and Santiam Wildlife Management Units) are completed. Local airports include Salem, Aurora, Troutdale, Scappoose, Hillsboro, and McMinnville. Many of these airports have fuel available but Proposer must ensure fuel truck and driver where needed. It is anticipated that the surveys will take approximately 40.5 hours of flight time depending on weather conditions, elk distribution, elk visibility and flight time costs. Typically, weather conditions will interfere with some of the flights and the survey can be expected to take twelve (12) days or more annually. The listed work schedule, estimated hours, locations of areas for flying and helicopter base locations are representative of the expected work, but may be subject to change. Surveys at dawn are preferred to begin with visible light and may require up to thirty

(30) minutes pre-dawn travel time, if safe, to arrive at the survey area. Surveys may be conducted during both weekends and weekdays. Flights will start on or after January 15th, or as soon as weather is suitable for surveys, and, must be completed before March 15 annually. An effort will be made to complete surveys prior to March 01 annually to avoid potential impacts to nesting birds. If flights are necessary after March 01, the survey areas will be diminished, which may result in lower total flight hours.

Surveys will be conducted in two different western Oregon habitats:

1. East slope of the Coast Range Mountains (Trask and Scappoose Wildlife Management Units) between the Columbia River to the north and Hwy 18 to the south). Survey areas

DAS Procurement Services, Version 4.5 March 31, 2023 Page 8 of 25 are comprised of National Forest, state forestlands, private agricultural lands, and industrial timberlands.

2. West slope of the Cascade Mountains (North Santiam Wildlife Management Unit) from the Columbia River in the north to approximately Highway 22 in the south. Surveys are comprised of National Forest, some private agricultural lands, and industrial timberlands.

The search for elk will occur in select areas over forested lands of clear cuts, agricultural lands, and natural openings from sea level to approximately 4500 feet elevation. The Proposer’s pilot will need to keep elk herds that are spotted in openings in the forest and on agricultural lands from going into the trees by circling overhead, passing back and forth in front of them or hovering between the elk and the timber.

f. Transport up to three (3) Agency observers per flight, which may include Oregon State Police, who will be counting and photographing elk and determining the number of cows, calves, and bulls in each herd.

g. Ensure that Helicopter(s) will have working radios able to communicate with everyone in the helicopter as well as Agency personnel on the ground.

h. Ensure safety of conditions for flights and surveys prior to and during the flight(s). Should the Proposer’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 Agency will:

a. Provide up to three (3) Agency biologists as observers, or Oregon State Police, and survey equipment.

b. Provide dates and times of flights, and notice forty eight (48) hours prior to commencement of a flight.

c. Provide maps of areas to be surveyed.

d. Instruct the Proposer’s pilot regarding survey locations, routes, approaches, flight patterns, and techniques to allow the Agency biologists to collect all necessary elk survey data.

The first Period of Performance will occur starting January 15, 2027, through March 15, 2027.

The flight schedule is approximate and may be subject to change for reasons of inclement weather or elk distribution as a result of weather 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 helicopter time. The schedule may also require non-flight days to accommodate weather conditions, aircraft service schedules, and unforeseen events.

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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(s) 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 Services. Failure to do so may result in a $500/day damages until deficiencies are corrected, or termination of Contract. 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, or termination of Contract

2.11 DAMAGES:

Should Contractor fail to provide replacement Aircraft or replacement Pilot as required or otherwise 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, in addition to agreed-upon damages, the difference between the accepted bid price and the new price for the replacement services.

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 10 of 25 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

3.1 MINIMUM PROPOSER 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 at least one (1) Bell 206BIII JetRanger helicopter or helicopter with equivalent visibility and passenger room with minimum horsepower of 340 to meet requirements for the survey. Submit with the Proposal the airframe age of the aircraft with the complete description of damage history. ODFW’s experience with Hughes 500 helicopters is that they do not have equivalent visibility or passenger room.

Each aircraft anticipated to provide Services is required to have radio communications between the pilot and all passengers as well as ground crew. The aircraft must be equipped with a G.P.S.

navigational system that can provide the coordinates of each elk herd located, 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. Agency’s preference is an acceptable Bell 206BIII helicopter with a flight following systems for tracking flight paths by ground personnel on computers, and a photographer’s window installed.

The aircraft(s) providing any Services 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.

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3.1.2 Registration Requirements

Helicopter(s) and Pilot(s) must be FAR Part 135 certified.

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, Proposer must provide 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 (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 3000 hours as pilot in charge (PIC) of helicopter flight time with aircraft equivalent to this contract requirement.

- Minimum of 1000 hours of low elevation (<500 ft.) over variable and rough terrain.

- Minimum of 1000 hours of flying altitudes up to 10,000 ft.

- Minimum of 500 hours of takeoffs and landings in remote areas.

- Minimum of 1000 hours of wildlife inventory experience.

- Experience with quadrat, sightability, or sightrat sampling methodologies is preferred and will be reflected in the scoring criteria.

- 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 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.

• Proposer must provide a copy of safety record for the past three (3) years for the company, as

DAS Procurement Services, Version 4.5 March 31, 2023 Page 12 of 25 well as the aircraft, and pilot(s) that will provide Services. For any incidents or near misses, please provide an explanation of each incident. Please explain any corrective actions, procedures, or precautions resulting from incidents and near misses.

3.1.6 PROPOSER shall submit completed Reference Check Form – Attachment D

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

• Proposer must provide at least three (3) current professional references from different firms and clients who have hired Proposer to conduct similar ungulate survey work and 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.

• 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 Submissions

To be considered for evaluation, Proposal must contain each of the following elements highlighted in yellow below (further detailed in Proposal Requirements section below):

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Scored Proposal Components Form (Attachment H)

3.2.2 Reserved

3.2.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements

DAS Procurement Services, Version 4.5 March 31, 2023 Page 13 of 25 section. Responses to each section and subsection should be labeled to indicate the item being addressed.

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

The Price Proposal (Attachment E) 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.

3.2.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. 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 RFP will be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet (Attachment C)

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

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.2 References (Attachment D)

Provide at least three (3) current professional references and one (1) professional reference for work (from different firms and clients) supportive of Proposer’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.

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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 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.

3.3.3 Price Proposal (Attachment E)

Submit a detailed Price Proposal (Attachment E) stating the price for each Service and the total price for all Services that includes the following items:

o Ferry Flights o Helicopter and pilot (price per hour) for each aircraft type, o Fuel/Service Truck & Driver (price per hour);

o Mileage for Fuel /Service Truck (price per mile);

o Per diem for two (2) people (overnight stay/per day).

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

3.3.4 Responsibility Inquiry Form (Attachment G)

Proposer is required to complete and submit Attachment G – Responsibility Inquiry

3.3.5 Scored Proposal 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, Secondary, and Back-up). Specify key persons to be assigned to carry out the Services, 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.

3.3.6 Key Persons and their Resumes

Specify key persons to be assigned to conduct the Services, 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 Services described in this RFP.

3.3.7 Implementation Plan

Briefly describe how Proposer would carry out the Services in context with the Scope of Work.

Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Services.

SECTION 4: SOLICITATION PROCESS

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4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission, or email;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP 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 in Section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment.

Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or, if different, by the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

https://oregonbuys.gov/

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• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

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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A public Opening will not be held.

4.9 PROPOSAL REJECTION

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

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

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

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

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

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

• Proposal 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 RFP or Amendment(s).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP 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 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.

4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment G) within 5 Business Days of receipt of Intent to Award notice.

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

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

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

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

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

Address general description of the purpose and key issues.

4.10.2.2 Evaluation Item 2 - General Qualifications (Attachment H)

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

• 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 Proposal demonstrate services comparable to those required under this RFP?

Was any of the experience in conducting big game surveys when working in remote settings?

• Does the Proposal demonstrate comparable services required under this RFP from Central Oregon or similar climate zones?

4.10.2.3 Evaluation Item 3 - Pilot(s) Qualifications, Primary, Secondary. and Back-up (Attachment H):

• How well does the Proposal meet the Minimum Key Person Requirements of Pilot(s)?

• List all Pilot(s) flight experience over and above the Mandatory Requirements listed in section 3.1.3

4.10.2.4 Evaluation Item 4 – References (Attachment D)

Score the references based upon the scores submitted from three (3) references as required in Attachment D. Each Reference will be asked a series of questions that will be scored. Total average score (from 3 references) is worth up to 15 points (as described in 4.11 Table below).

4.10.2.5 Evaluation Item 5 – Secondary Aircraft (Attachment H)

Secondary qualified aircraft and pilot(s) that can be operated simultaneously to maximize survey coverage during preferred weather conditions.

4.10.2.6 Evaluation Item 6 – Price (Attachment E)

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

The Price Proposal Form is Mandatory and will not be altered by Proposer.

4.10.3 PRICE EVALUATION

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

lowest price of all Proposers X price points possible price score price being scored

4.10.4 PREFERENCES

4.10.4.1 Oregon Supplies and Services

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

4.10.4.2 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.10.4.3 Recycled Materials

Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.10.4.4 Tiebreakers

If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract/Price Agreement, Agency shall award the Contract/Price Agreement in accordance with the procedures outlined in OAR 137-046-0300.

https://www.naspo.org/reciprocity1

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4.11 POINT AND SCORE CALCULATIONS

TOTAL POINTS POSSIBLE

4.10.2.1 Understanding of Requested Services/Project 30

4.10.2.2 General Qualifications 40

4.10.2.3 Evaluation of Pilot(s) Qualifications, Primary, Secondary, and Back-up 40

4.10.2.4 References (three (3) references for max 5 points each) 15

4.10.2.5 Secondary Aircraft and Pilot(s) 10

4.10.2.6 Price 30

TOTAL: 165

Points are the total possible for each section as listed in the table above.

The SPC will average all scores for each evaluation criterion.

4.12 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 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope of Work described in this RFP.

5.1.2 Intent to Award Notice

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

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have seven (7) calendar days from the date of the Intent to Award notice to file a Written protest.

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A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Proposals are non-Responsive.

• Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

• Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

• Be received within 7 calendar days of the Intent to Award notice.

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) who are selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

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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. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 Responsibility Inquiry

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

5.3.5 Pay Equity Certification

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

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer 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.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Contract/Price Agreement, Agency will issue an Amendment to notify Proposers of such changes.

Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes…