RFP S63500 00015621 RFP OB.pdf

OregonBuys RFP #S-63500-00015621 – 2026–2027 Sage-Grouse Helicopter Surveys

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STATE OF OREGON

COVER PAGE

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

S-63500-00015621 for

2026–2027 SAGE-GROUSE HELICOPTER SURVEYS

Date of Issue: January 15, 2026

Opening Date: January 29, 2026, at 2:00 P.M.

Single Point of Contact (SPC): Marcus Jones, Contract 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.

OregonBuys RFP #S-63500-00015621– 2026–2027 Sage-Grouse Helicopter Surveys

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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

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 OFFERORS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL PROPOSER 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 A PROPOSAL

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 (IF APPLICABLE)

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET (MUST BE RETURNED WITH

PROPOSAL) 24

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)

ATTACHMENT H SCORED PROPOSAL COMPONENTS FORM (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT I PROJECT AIRCRAFT FORM (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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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 under the provisions of ORS 279B.070. This is intermediate procurement, and no protests will be allowed.

The Agency has authorization to conduct wildlife management activities under ORS. 496.012 with related tag issuance under 496.146 (4). 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 is seeking a contractor to provide two (2) helicopters, with two (2) experienced pilots (at minimum), one

(1) fuel truck with licensed driver(s) to work with Agency personnel in searching for and documenting sage-grouse leks in central and southeastern Oregon. Two (2) helicopters are required because of the amount of area that needs to be surveyed, and the limited time frame available to conduct the surveys. Surveys are intended to coincide with peak attendance by sage-grouse on the leks by day (first 2 hours after sunrise) and season (~ 4 weeks). Most days, flights for each helicopter will originate from the same location to simplify logistics and facilitate the ground-truthing of leks observed from the air by the ground-based agency biologists.

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

Agency anticipates the award of one Contract from this RFP.

The term of the Contract is anticipated to be one (1) year (through April 30, 2027). This Contract will cover two separate seasons of spring lek surveys, 2026 and 2027.

The first performance period will be April 1, 2026, to April 20, 2026.

The second period of performance will be April 1, 2027, to April 20, 2027.

Additional details on the Scope of the goods or services or both are included in the Scope of Work section.

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.

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Event Date Time

Questions / Requests for Clarification Due January 21, 2026 5:00 PM

Answers to Questions/Requests for Clarification Issued (approx.) January 22, 2026 5:00 PM

Proposal Opening (Proposal Due Date) January 29, 2026 2:00 PM

Opening of Proposal(s) January 29, 2026 2:00 PM

Issuance of Notice of Award (approx.) February 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. Offeror 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.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Agency 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 – 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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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.

2.3.2 Project Overview and Background

The purpose of this project is to search for and document sage-grouse breeding areas (leks) in central and southeastern Oregon. Typically, the same lek sites are used annually. Leks are generally established in open areas surrounded by sagebrush, and once bred, female sage-grouse nest within 4 miles of the lek at which they were bred. As sage-grouse populations decline, the number of males attending leks may decline and the use of some leks may be discontinued.

Likewise, as populations increase, male attendance on leks increases, new leks may be established, or old leks may be reoccupied. Consequently, annual counts of males on leks are used to assess population trends.

In seeking to determine the population status of sage-grouse in eastern Oregon, ODFW is working with various state and federal agencies to monitor sage-grouse lek sites. Using helicopters allows ODFW biologists the ability to locate and document new sage-grouse leks or shifts in lek locations.

2.3.3 Purpose

In 2026, the Agency anticipates a total of 10 morning flights per helicopter will be required.

An estimated 60 hours of combined flight time will be needed to complete the surveys. Flights are expected to occur between April 1 through April 20, 2026, dependent on weather conditions and sage-grouse behavior. Flights will originate from Paulina, Oregon.

In 2027, the Agency anticipates a total of 10 morning flights per helicopter will be required.

An estimated 60 hours of combined flight time will be needed to complete the surveys. Flights are expected to occur between April 1 through April 20, 2027, dependent on weather conditions and sage-grouse behavior. Flights will originate from a location in southeastern Oregon yet to be determined. Surveys are intended to coincide with peak attendance by sage-grouse on the leks by day (first 2 hours after sunrise) and season (~4 weeks, late March

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2.4 SCOPE OF WORK/SPECIFICATIONS

The pilots shall be ready to begin surveys at sunrise each day for approximately 10 days beginning on April 1, 2026, and for approximately 10 days beginning on April 1, 2027.

Flights will be 3 to 4 hours per day, at the Agency biologist’s discretion. Flights will typically last two to four hours, beginning at sunrise and continuing through peak lekking activity. The sage-grouse lek inventory method requires strict adherence to designated flight areas, altitudes, air speeds, and skill in classifying sage-grouse numbers.

The general survey protocol for aerial lek searches consists of flying north – south transects, separated by ¼ to ½ miles to fully cover the survey area. Flight profiles should generally be low (30–100 feet AGL), and slow, to allow accurate information gathering regarding lek location and count information.

Flight schedule is approximate and may be subject to change for reasons of inclement weather, animal distribution as a result of range conditions and weather, data collection needs, or budget availability. Schedules may be adjusted between locations if necessary to complete survey work in an effective manner. Actual departure sites may vary to facilitate efficient and best use of 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.

One biologist will accompany each pilot but whenever possible, two observers will be used, in addition to the pilot. The Agency biologist will instruct each pilot regarding survey locations, routes, approaches, flight patterns, and techniques to collect appropriate data on sage-grouse numbers and classification.

The Proposer (s) will:

a. Provide two (2) helicopters, two (2) experienced pilot(s), a fuel service truck, and fuel service truck driver.

b. Proposer must be available for this project within a 48-hour notice by Agency.

c. Conduct approximately 120 hours of flight time (60 hours in 2026 and 60 hours in 2027).

d. Transport up to two (2) Agency biologists per flight to survey sage-grouse leks in southeastern Oregon.

e. The Proposer’s pilot will determine all conditions regarding safety prior to and during the flight. Should the Proposer’s pilot consider the conditions unsafe, the pilot and the Agency Crew will either forego that particular flight, return to base, or land at another site deemed more appropriate for safety.

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f. Coordinate with Agency prior to initiation of each day’s work and maintain communication throughout the workday.

g. Meet with the designated Agency biologist and be ready to fly at sunrise each morning.

The usual procedure will be to fly two to four hours per day, at the biologist’s discretion.

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

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

The Agency will:

a. Provide up to two (2) Agency personnel per helicopter to conduct surveys.

b. Provide dates and times of flights.

c. Provide maps and areas to be surveyed.

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

2.5 Safety Procedures:

The Proposer’s pilot(s) must communicate and maintain all safety procedures. Safety procedures will not be compromised at any time during the contract. The Proposer’s pilot will determine all conditions regarding safety prior to and during the flight. Should the Proposer’s pilot consider the conditions unsafe, the pilot will either forego that particular flight or return to base or any other site deemed more appropriate for safety reasons.

The flight schedule is approximate and is subject to change for reasons of inclement weather or animal distribution because of range conditions. 2026 flights will originate from Paulina, Oregon. 2027 flights will originate from a location in southeastern Oregon yet be determined. 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. The Contractor and an Agency representative shall agree on a start date with 48 hours’ advance notice.

Pre-flight safety review meetings will be held before each flight with Contractor’s pilot(s) and Agency personnel.

2.6 Aircraft to be provided: as described in section 3.1

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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 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. The contractor is responsible for all costs associated with repair and upkeep of the aircraft, including personnel time and per diem.

2.8 Pilot to be provided: as described in Section 3.1.2

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 contractor to supply or subcontract the same, within 48 hours, and with Agency approval, at the contractor’s expense. The contractor must specify names of pilots provided for this contract and may not provide substitute pilots without prior approval by the Agency.

2.10 Poor Pilot Performance:

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

2.11 Damages:

Contractor shall deliver within the time indicated in Sample Contract (Attachment A).

Should Contractor fail to meet the delivery schedule, thereby making it necessary for the State to purchase urgently needed services from another source, Contractor shall pay the difference between the accepted bid price and the new purchase price.

2.12 Specific Requirements:

Successful Offeror shall:

• Be ready to begin surveys at sunrise each day for approximately 10 days beginning on April 1, 2026, and for approximately 10 days beginning on April 1, 2027. One biologist will accompany each pilot but whenever possible, two observers will be used, in addition to the pilot. The Agency biologist will instruct each pilot regarding survey locations, routes, approaches, flight patterns, and techniques to collect appropriate data on sage-grouse numbers and classification.

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

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

• Flight schedule is approximate and may be subject to change for reasons of inclement weather, animal distribution as a result of range conditions. Schedules may be adjusted between locations if necessary to complete survey work in an effective manner. Actual departure sites may vary to facilitate efficient and best use of 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.

• Radio communications and GPS capabilities are essential.

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.

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SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM PROPOSAL REQUIREMENTS

3.1.1 Aircraft to be provided by Proposer

The Proposer is required to provide a Bell Jet Ranger B-3 or equivalent, or a helicopter with equivalent visibility and passenger room with a minimum of 340 horsepower at shaft to meet requirements for the survey. The Hughes 500 helicopters are not considered equivalent as they do not have equivalent visibility or passenger room. Therefore, no proposals using Hughes 500s will be considered.

Airframes with Bubble doors or wedge windows will be scored higher due to giving each observer increased visibility during the survey. Submit with the Proposal the airframe age of the aircraft with the complete damage history. ODFW reserves the right to reject equivalent helicopters that do not provide comparable visibility and comfort from the rear seat.

Each aircraft is required to have radio communication between the pilot and ground crew, a G.P.S. navigational system, and a remote aircraft tracking system allowing Agency personnel and/or the contractor to monitor the aircraft’s flight progress in real time from a remote location.

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

PILOT(S) REQUIREMENTS – Attachment H

Have flight experience as follows, substantiated by pilot logbook:

• Minimum of 1000 hours of helicopter flight time with aircraft equivalent to this OregonBuys RFP # S-63500-00015621 – 2026–2027 SAGE-GROUSE HELICOPTER

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SURVEYS contract requirement.

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

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

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

• Minimum of 100 hours of wildlife inventory experience.

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

3.1.3 Proposer Qualifications – Attachment H

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

• Proposer must provide copies of required Aircraft & Pilot FAR 135 certification and

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Safety Management System with proposal.

3.1.4 The Proposer shall submit completed Reference Check Form – Attachment D

• Proposer must provide at least two (2) 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 RFP.

• 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 Offeror. If these attempts are unsuccessful, the Offeror 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 Proposal Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposer must describe in detail how requirements of this solicitation will be met and may provide additional related information. Cost information must be submitted as a separate electronic file.

Proposer should submit its Proposal electronically through OregonBuys. Be sure all mandatory submission documents are uploaded to OregonBuys. Proposer should follow the procedures outlined in Electronic Submission.

The Price Proposal (Attachment E) must be submitted as a separate electronic response file uploaded to OregonBuys.

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.

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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 Proposal Submission

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

3.3.3.1 Submission Options

Delivery through OregonBuys

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

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

https://oregonbuys.gov/bso 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 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 offer 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.

3.3.6 Proposal Opening Date

Proposal and all required submittal items must be received by the SPC on or before Opening. All Proposer 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.

3.3.7 Proposal Rejection

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

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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 offer.

• 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.

3.3.8 Opening Proposals

There will be no public Opening of Proposes. 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 proposes 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

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

3.4.2 References

Provide at least 2 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must verify the quality of previous, related Work.

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

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3.4.3 Costs (Attachment E)

Submit a detailed Cost Sheet (Attachment E) stating the price for each deliverable and the total price for the entire project. Include a breakdown of all labor, profit and expenses.

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

• Mobilization/Set up Fees

• 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 Offer.

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 clarification from Offeror. However, clarifications may not be used to rehabilitate a non- Responsive Proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

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

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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 Proposal 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 offers. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Offer.

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 Offeror 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 Offeror.

11 – 49%

FAIR – Offeror 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. Offeror has not demonstrated knowledge of the subject matter.

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3.5.2.1 Evaluation Item 1 Understanding of Requested Services/Project (Attachment H) o Write a clear and concise understanding of the project based on existing information.

o Address general description of the purpose and key issues.

3.5.2.2 Evaluation Item 2- General Qualifications (Attachment H) o Does the Proposer clearly describe how their qualifications will allow them to successfully perform the scope of work and meet all the minimum requirements?

o Does the proposal demonstrate services comparable to those required under this RFP o 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 3.1.2.

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

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

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:

lowest cost of all Proposers X cost points possible = cost score cost being scored

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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 Proposals 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

Scores are the values assigned by each evaluator.

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

The SPC will average all scores for each evaluation criterion.

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

TOTAL POINTS POSSIBLE : 145

POINTS POSSIBLE

3.5.2.1 Understanding of Requested Services/Project 50

3.5.2.2 General Qualifications 40

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

3.5.2.4 References 15

3.5.2.5 Price 10

3.10 RANKING OF OFFERORS

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

4.1.2 Notice of Award

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

4.2 SUCCESSFUL PROPOSER 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]

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(Attachment G) Responsibility Inquiry [must be returned with proposal] (Attachment H) Scored Proposal Components Form [must be returned with proposal]

(Attachment I) 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 B of Attachment A) prior to offer submission.

4.2.2 Taxpayer Identification Number

The apparent successful Proposer 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 Proposer 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 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 http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm

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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 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.

https://www.oregon.gov/biz/Pages/default.aspx mailto:Biz.COBID@biz.oregon.gov

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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 Proposals submitted in response to this solicitation become the property of Agency. By submitting a Proposal in response to this solicitation, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Proposer, 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 Proposal in-whole or in-part, or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor Agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Proposal.

5.6 COST OF SUBMITTING A PROPOSAL

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

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

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

http://www.oregon.gov/DAS

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

5.8 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT (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)

ATTACHMENT H SCORED PROPOSAL COMPONENTS FORM (MUST BE RETURNED WITH

PROPOSAL)

ATTACHMENT I PROJECT AIRCRAFT FORM (MUST BE RETURNED WITH PROPOSAL)