DAS Procurement Services, Version 4.5 March 31, 2023 Page 1 of 22

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF FORESTRY (ODF)

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number: S-62900-00015613 for

TYPE 2 RESTRICTED CATEGORY TURBINE POWERED

HELICOPTER

Date of Issue: January 08, 2026

Opening Date and Time: January 23, 2026, at 2:00 PM PST

Single Point of Contact (SPC): Stacy Fulker, Procurement Officer

Address: 2600 State Street, Bldg. E City, State, Zip: Salem, OR 97310 Phone (voice): 503-949-1774 Phone (fax): 503-945-7368 E-mail: stacy.l.fulker@odf.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:stacy.l.fulker@odf.oregon.gov

DAS Procurement Services, Version 4.5 March 31, 2023 Page 2 of 22

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

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

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

4.13 NEXT STEP DETERMINATION

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 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

DAS Procurement Services, Version 4.5 March 31, 2023 Page 3 of 22

LIST OF ATTACHMENTS

ATTACHMENT A – SAMPLE CONTRACT

Exhibit A - Statement of Work

Exhibit B - Required Insurance

Exhibit C - Base Map

Exhibit D - Independent Contractor Certification

Exhibit E - Helicopter Summary

Exhibit F - Helicopter Pilot Summary

Exhibit G - Pricing

ATTACHMENT B – DISCLOSURE EXEMPTION DECLARATION

ATTACHMENT C – PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D – PROPOSER’S REFERENCES

ATTACHMENT D-1 – REFERENCE SCORE SHEET EXAMPLE

ATTACHMENT E – PRICE PROPOSAL

ATTACHMENT F – RESPONSIBILITY INQUIRY

ATTACHMENT G – HELICOPTER SUMMARY

ATTACHMENT G-1 – AIRCRAFT PERFORMANCE DESIRABLE FEATURES

ATTACHMENT H – HELICOPTER PILOT SUMMARY

ATTACHMENT H-1 – PRIMARY AND RELIEF PILOT DESIRABLE FEATURES

ATTACHMENT I - CHECKLIST

DAS Procurement Services, Version 4.5 March 31, 2023 Page 4 of 22

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Forestry, (“Agency” or “ODF”), is issuing this Request for Proposal (RFP) under the provisions of ORS 279B.060 for four Type 2 Restricted Category Turbine Powered Helicopter services (the “Services”).

The intent of this RFP is to obtain four contractor operated and maintained exclusive use Type 2 helicopters and related flight Services for 75 calendar days, or as extended (“Extension Term”), during each year of the contract term, at various locations across the State of Oregon to support ODF wildfire operations. The helicopters will be used for bucket work (application of water or other fire suppression chemicals) and movement of cargo.

Additional details on the Scope of the Goods or Services or both are included in the Scope of Work/Specifications section.

Agency anticipates the Award of up to four Contracts from this RFP. The term of the Contract(s) is anticipated to be five years from the Effective Date (“Contract Term”). The maximum duration of the Contract(s) shall not exceed five years.

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.

Event Date Time

Pre-Proposal Conference January 15, 2026 9:00 AM

Questions / Requests for Clarification Due January 16, 2026 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) January 21, 2026

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Opening of Proposal January 23, 2026 2:00 PM

Issuance of Notice of Intent to Award (approx.) February 10, 2026

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

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.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 5 of 22

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.025(2)(n) and ORS

477.406. The Oregon Attorney General’s Model Public Contract rules (OAR Chapter 137, Divisions 46 and 47) apply to this solicitation.

Agency is using the Competitive Sealed Proposal method, pursuant to OAR 137-047-0260.

Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 137-046-0110 or as defined below.

“AD” means Airworthiness Directive.

“Cooperator Letter of Approval” means a letter issued by the United States Forest Service (USFS) or Department of Interior (DOI) approving ODF contracted aircraft and pilots for cooperative use on federal lands or federally managed fires.

“Daily Standby” means the nine-hour period of time during which Contractor’s helicopter(s) and required personnel are immediately available for dispatch.

“Extended Standby” means the period of time beyond the Daily Standby, up to a maximum of 14 hours of total standby time for the day, during which Contractor’s helicopter(s) and required personnel are immediately available for dispatch.

“Extension Term” means an extension beyond the 75-day period in any given Term.

"FAA" means Federal Aviation Administration.

"FAR" means Federal Aviation Regulation.

“Flight Hour Minimum” means the minimum number of flight hours Contractor will be paid per day (whole or half hours only).

“ICAO” means International Civil Aviation Organization.

“Initial Term” means a 75-day period in the first calendar year of the Contract.

“MAP” means Mandatory Availability Period of 675 minimum hours of Services availability (minimum of nine hours per day multiplied by 75 days).

“MCTF” means Mission Currency Training Flight.

“PIC” means the Pilot in Command.

“PPE” means Personal Protection Equipment.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 6 of 22

“Primary Base” means the designated location for aircraft, equipment, and personnel preposition.

“RON” means remain over night for critical crewmembers. A status that authorizes reimbursements from ODF.

“Secondary Area of Operation” means any other operational location away from the Primary Base.

“USFS/OAS Carding” means interagency qualification and data cards issued by the USFS or DOI after successful pilot, aircraft, personnel, and equipment inspections. Federal interagency carding or a Cooperator Letter of Approval allows federal agencies to utilize and reimburse ODF for utilization of helicopter(s) that will be contracted under this RFP.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

As Oregon’s largest fire department, ODF's Fire Protection Program protects 16 million acres of forest, a $60 billion asset. These lands consist of privately owned forests as well as some public lands, including state-owned forests and, by contract, US Bureau of Land Management forests in western Oregon. ODF is also part of an extensive fire protection network that includes landowner resources, contract crews and aircraft, adults in custody crews, and agreements with public agencies across Oregon, the US, and British Columbia.

2.3.2 Project Overview and Background

The helicopter Services under the Contract will be part of the ODF’s Protection Division’s Statewide Severity Program. Severity resources are in place statewide for aggressive initial attack to augment district’s existing resources. Severity resources are a key part of the complete and coordinated protection system in Oregon. Severity Program resources are designed to be a mobile workforce and are strategically located for anticipated events or threats. The success of the Severity Program is dependent upon efficient cost management and effective use of these resources. This includes supporting the ODF’s ability to supply resources to our federal partners when possible.

2.3.3 Purpose

The purpose of this RFP is to establish Contract(s) to provide four exclusive-use Type 2 Turbine Helicopters for wildfire protection. The helicopter’s Primary Bases will be located near the following locations:

• Pendelton, Oregon

• Heppner, Oregon

• Grants Pass, Oregon

• Elkton, Oregon

The intent of this RFP is to obtain contractor operated and maintained exclusive use helicopter flight Services for 75 calendar days, or as extended, during each calendar year of the Contract Term, to support ODF wildfire operations. The helicopters will be used for bucket work (application of water or other fire suppression chemicals) and movement of cargo.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 7 of 22

Aircraft proposed must meet USFS/OAS Carding specifications for the applicable category (restricted or standard).

Proposers may Propose on one, two, three, or all four Primary Base locations. Proposers may offer one and the same aircraft for all Primary Base locations but will only be Awarded one Primary Base location for that aircraft.

2.4 SCOPE OF WORK/SPECIFICATIONS

See Attachment A, Exhibit A for detailed specifications.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

The Proposer must demonstrate with documentation from manufacturer that the aircraft being provided has the capability to lift at least 1,850 pounds of jettisonable payload (HOGE-J) at 7,000 feet mean sea level (msl) at 30 degrees Celsius, with a 200-pound pilot(s), and 1.5 hours of fuel.

ODF does not use weight reductions and fuel burn charts for specific make and model of helicopters as published by the U.S. Department of Agriculture (USDA) Forest Service or Office of Aviation Services (OAS) when flying on ODF protected lands.

The Contract(s) requires compliance with the aircraft, equipment, and personnel specifications in the most current USFS National Helicopter Support Services Solicitation. As of January 2023, the current solicitation number is: 1202SA22R9202 (Helicopter Support Services (HSS) Type 2).

This document can be reviewed at:

https://sam.gov/opp/19cfe29d08084692af18153640367f96/view

The Proposal must include current USFS/OAS Carding for each aircraft, pilot, mechanic, fuel truck, service vehicle and support vehicle that is proposed. The Proposer must provide the following documentation within their Proposal showing that the aircraft(s), pilot(s), mechanic(s), and support vehicle(s) are currently approved for interagency use by the USFS or DOI-OAS:

• USFS/OAS Carding for aircraft(s);

• USFS/OAS Carding for pilot(s);

• USFS/OAS Carding for mechanic(s); and

• USFS/OAS Carding for fuel truck(s) and service/support vehicle(s).

All USFS/OAS Carding must be current (not expired) at the time of Proposal submission and the RFP date of Opening (Proposal due). Proposals submitted with expired USFS/OAS Carding will be deemed non-Responsive and the Proposal will be rejected. Under no circumstance may a Proposer rely on a scheduled inspection to substitute for expired USFS/OAS Carding in its Proposal.

Failure to obtain or maintain current USFS/OAS Carding may result in Award cancellation or Contract termination.

To be considered for evaluation, the Proposal must demonstrate how Proposer meets all requirements outlined in Attachment A, Exhibit A – Statement of Work.

https://sam.gov/opp/19cfe29d08084692af18153640367f96/view

DAS Procurement Services, Version 4.5 March 31, 2023 Page 8 of 22

3.1.1 Certifications, Permits, and Licenses Requirements

See Attachment A, Exhibit A, Section 4 for requirements.

3.1.2 Specifications for Helicopter, Fuel Truck and Service Vehicle

See Attachment A, Exhibit A, Sections 3, 5-6 for specifications.

3.1.3 Key Persons Requirements

See Attachment A, Exhibit A, Section 7 for requirements.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

All Proposals shall include one of each of the following Attachments:

• Proposer Information and Certification Sheet (Attachment C);

• Proposer’s References (Attachment D); and

• Responsibility Inquiry (Attachment F).

• Disclosure Exemption Declaration (Attachment B) - Only submit if applicable.

All Proposals shall include at least one of each of the following Attachments. If Proposer submits a Proposal for multiple Primary Base locations, Proposer shall include in its Proposal one of each of the following Attachments and subsequent documents for each Primary Base location proposed:

• Price Proposal (Attachment E) - Submit as its own pdf separate from other submissions;

• Helicopter Summary (Attachment G); including current copies of USFS/OAS Carding for each of the following:

o aircraft;

o mechanic; and o fuel truck and service/support vehicle.

• Aircraft Performance Desirable Features (Attachment G-1); including copies of:

o Interagency Helicopter Load Calculation form; and o FAA approved aircraft performance data (i.e., hover ceiling charts) and limitation used to compare gross weights and allowable payloads in the Interagency Helicopter Load Calculations.

• Helicopter Pilot Summary (Attachment H); including current copies of the following for each pilot:

o USFS/OAS Carding; and o FAA Pilot Certificate (front and back of card).

• Primary and Relief Pilot Desirable Features (Attachment H-1).

DAS Procurement Services, Version 4.5 March 31, 2023 Page 9 of 22

3.2.2 Proposal Format

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

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. 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 Declaration (Attachment B) and Proposer also shall submit a fully redacted version of its Proposal, clearly identified as the redacted version. The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

3.2.3 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 Section 3.2.1 and all other requirements set forth in this RFP. Proposer shall complete all required attachments completely and accurately.

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. The 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 Proposer’s References (Attachment D)

Proposer shall complete and submit Proposer’s References (Attachment D), including reference names and contact information for three current or former client firms for similar projects performed for any clients within the last five years. References must be able to 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, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

3.3.3 Price Proposal (Attachment E)

Proposer shall complete and submit the Price Proposal (Attachment E), (the “Price Proposal”). Proposer must provide a Price Proposal for each Primary Base location proposed.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 10 of 22

The Price Proposal(s) must be submitted with the Proposal as a separate electronic PDF file from the Proposal to the SPC, on or before Opening.

3.3.4 Responsibility Inquiry (Attachment F)

Proposer shall complete and submit the Responsibility Inquiry (Attachment F).

Failure to demonstrate Responsibility, as required under OAR 137-047-0500, may result in a finding of non-Responsibility.

3.3.5 Helicopter Summary (Attachment G)

Proposer shall, for each Primary Base location proposed, complete and submit a Helicopter Summary (Attachment G) and provide copies of current USFS/OAS Carding for each aircraft, mechanic, fuel truck and service/support vehicle proposed for use under the Contract. All USFS/OAS Carding must be current (not expired) at the time of Proposal submission and the RFP date Opening (Proposal Due).

3.3.6 Aircraft Performance Desirable Features (Attachment G-1)

Proposer shall, for each Primary Base location proposed, complete and submit an Aircraft Performance Desirable Features (Attachment G-1).

Provide a completed Interagency Helicopter Load Calculation form with Attachment G-1. Do not include the interagency weight reduction for make and model of helicopter. The form can be found at:

https://www.doi.gov/sites/doi.gov/files/migrated/aviation/library/upload/OAS-67- Interagency-Helicopter-Load-Calculation.pdf

Proposer shall, for each Primary Base location proposed, submit FAA approved aircraft performance data (i.e., hover ceiling charts) and limitation used to compare gross weights and allowable payloads in the Interagency Helicopter Load Calculations.

3.3.7 Helicopter Pilot Summary (Attachment H)

Proposer shall, for each Primary Base location proposed, complete and submit a Helicopter Pilot Summary (Attachment H) and provide copies of current USFS/OAS Carding for each primary and relief pilot proposed that may be designated to perform Services under the Contract. Documentation must include the current USFS/OAS Carding and the FAA Pilot Certificate (front and back of card). All USFS/OAS Carding must be current (not expired) at the time of Proposal submission and the RFP date Opening (Proposal Due).

3.3.8 Primary and Relief Pilot Desirable Features (Attachment H-1)

Proposer shall, for each Primary Base location proposed, submit a completed Primary and Relief Pilot Desirable Features (Attachment H-1) for the primary and relief pilot.

SECTION 4: SOLICITATION PROCESS

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.

https://www.doi.gov/sites/doi.gov/files/migrated/aviation/library/upload/OAS-67-Interagency-Helicopter-Load-Calculation.pdf https://www.doi.gov/sites/doi.gov/files/migrated/aviation/library/upload/OAS-67-Interagency-Helicopter-Load-Calculation.pdf https://oregonbuys.gov/

DAS Procurement Services, Version 4.5 March 31, 2023 Page 11 of 22

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 be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by attending a Microsoft Teams meeting by either option listed below:

Join the meeting now

Meeting ID: 229 468 038 901 87

Passcode: GE9nX7fK

Dial in by phone

+1 503-446-4951,,934352841# United States, Portland

Find a local number

Phone conference ID: 934 352 841#

Microsoft Teams Need help?

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 submitted in Writing and delivered to the SPC via 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.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjAzMjZiNGQtZTMwZC00Mzc5LWJmNjItMjhlMTM2NDMyNzI1%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22375bbda5-5ff8-4055-9f74-fb844c7f680a%22%7d tel:+15034464951,,934352841 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=934352841 https://aka.ms/JoinTeamsMeeting?omkt=en-US

DAS Procurement Services, Version 4.5 March 31, 2023 Page 12 of 22

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 proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

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 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 submitted in Writing and delivered to the SPC via email;

• Reference the OregonBuys Bid Number;

• 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, or the second Business Day after issuance of 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 delivery 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:

Proposals must be emailed to the SPC identified on the cover page of this RFP. Proposer shall submit its Proposal electronically via email addressed to the SPC and include the RFP OregonBuys Bid Number within the subject line, on or before Opening. The Price Proposal(s) must be submitted by email as a separate electronic PDF file from the Proposal.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 13 of 22

If Proposer is unable to submit a Proposal via email, Proposer must contact the SPC within a reasonable time period prior to the submission deadline to make arrangements for an alternate delivery or alternate format. ODF is not responsible for incomplete Proposals or Proposals that were not correctly addressed to email of SPC identified on the cover page. Only approved alternative delivery or formats may be accepted.

Proposals must be received by the SPC before the scheduled RFP Opening date and time, located on the cover page. Late Proposals will not be considered.

All costs associated with preparation, submission, modification, and withdrawal of a Proposal are the sole responsibility of the Proposer and will not be borne by the Agency. The Agency will not accept Proposals that require payment by the State.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in the authorized method 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 137-047-0440. 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.

4.8 PUBLIC OPENING

A public Opening will be held via electronic means on the date and time listed in the Schedule set forth in Section 1.2 or as changed by Amendment. A link to participate in the Opening will be posted on OregonBuys. Only the name of the Proposer will be read at the Opening. No other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 137-047-0630.

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.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 14 of 22

• 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 137-047-0470.

4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to Award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment F) with Proposal.

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

4.10.2 Evaluation Criteria and Scoring

Each Responsive Proposal will be independently evaluated by members of the Evaluation Committee. Evaluators will assign a score for each evaluation criterion up to the maximum points available. Points will be added for a final total score of up to 210 possible points.

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 Desirable Features

Desirable Features will be evaluated by the Evaluation Committee on the following point system:

Item Maximum Points Aircraft Performance Desirable Features 30 Points Primary and Relief Pilot Desirable Features 80 Points

Total Point Allocation for Desirables 110 Points

DAS Procurement Services, Version 4.5 March 31, 2023 Page 15 of 22

Proposals will be scored by the evaluators on helicopter performance and pilot Desirable Features. Scores will be totaled and assigned to the Proposal(s). Points will be awarded based upon how well Proposer's response to Desirable Features meets the Agency’s desired requirements. Maximum point values are assigned to indicate the relative importance of each desirable. All final scores will be rounded to the nearest whole number. Details on scoring criteria are provided in each attachment (See Attachments G- 1 and H-1).

4.10.2.2 Price Evaluation

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 (Maximum price score possible is 70 points):

lowest price of all Proposers

X price points possible price score price being scored

Each individual price point score will be rounded to the second decimal, and the final total price point score will be rounded to the nearest whole number (see example within Attachment E - Price Proposal).

4.10.2.3 Reference Scoring

References will be evaluated by the Evaluation Committee and scored for a maximum of 30 possible points (See Attachment D).

The Proposer must provide a minimum of three references. If the Proposer provides fewer than three references, the Proposer may be deemed non-Responsive.

Past performance is a measure of the degree to which the Proposer satisfied its customers in the past and complied with federal, state, and local laws and regulations.

References as listed will be contacted regarding the quality of past performance of services in the following topic areas:

• Timeliness/responsiveness/effectiveness;

• Customer satisfaction with services received;

• Knowledge / experience / safety;

• Overall quality of work performed;

• Performed within proposal amount; and

• Financial capability to maintain aircraft and personnel in the field.

Each reference will be asked a total of six questions. Maximum possible points per reference are 30 points (up to five points possible for each question). Each reference contacted will be asked the same questions. The total reference points received from all reference contacts will be added together and divided by the number three, which will result in a maximum of 30 possible points that may be awarded for references. See Attachment D-1 - Reference Score Sheet Example (immediately following the Proposer’s References form).

DAS Procurement Services, Version 4.5 March 31, 2023 Page 16 of 22

Members of the Evaluation Committee will attempt to contact all references provided by each Proposer. The Committee will make up to three attempts to contact each reference provided by the Proposer. For each reference the Committee is unable to contact, the Proposer will receive zero points for that reference.

Failure to provide complete and accurate information may be cause for Proposal rejection. The Proposer must provide customer references that can be contacted regarding the quality of the service provided (Current and past customers).

Each reference must have been under a separate contract (for example, it is not acceptable to have three State of Oregon government agencies which use the same contract count as three separate references).

ODF reserves the right to investigate any customer references, whether or not furnished by the Proposer, and past performance of any Proposer in respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a product or service on schedule, and its lawful payment of suppliers, sub-contractor(s), and employees. ODF may reject a Proposal if, in the opinion of ODF, overall reference responses indicate inadequate performance.

4.10.3 PREFERENCES

4.10.3.1 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency will 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.

4.10.3.2 Reciprocal Preference

For evaluation purposes per OAR 137-046-0310, Agency will 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.

4.10.3.3 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.

4.10.3.4 Tiebreakers

If Agency receives Proposals identical in price, fitness, availability, and quality and chooses to Award a Contract, Agency will Award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.11 POINT AND SCORE CALCULATIONS

Total possible points and points for each section are listed in the table below. The evaluation and scoring criteria are provided in Section 4.10 (above) and within the applicable sections referenced in the table below.

https://www.naspo.org/reciprocity1

DAS Procurement Services, Version 4.5 March 31, 2023 Page 17 of 22

Section Proposal Element Points Possible

3.3.6 Aircraft Performance Desirable Features 30

3.3.8 Primary and Relief Pilot Desirable Features 80

4.10.2.3 Proposer’s References 30

4.10.2.2 Price Points Possible 70

TOTAL POSSIBLE POINTS 210

4.12 RANKING OF PROPOSERS

The allocated Desirable Features point score total will be added to the Price score total and the References score total for a grand total point score of Proposer's Proposal for each Primary Base location proposed. Maximum points possible for each Proposal for this RFP is 210.

After any applicable preference has been applied, the SPC will determine the rank of each Proposal for each Primary Base location, with the highest score receiving the highest rank, and successive rank order determined by the next highest score. The rank of each Proposal for each Primary Base location will determine the Award(s).

If a Proposer is the highest ranked Proposer for multiple Primary Base locations and has only one aircraft to offer, the Agency may select which Primary Base location to award that Proposer. The Agency may then Award a Contract to the next highest ranked Proposer for any other Primary Base location. The Agency may Award a Primary Base location in a sequence that ODF in its sole discretion determines to be the best interest of the State. If there are no Proposers or other successive Proposers for a specific location, the Agency may negotiate to Award with other successive highest ranked Proposer(s) that proposed on other Primary Base locations.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer, for each Primary Base location, with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

4.13 NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 22

4.13.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it Awards Contracts, will Award Contracts to the highest-ranking Responsible Proposer(s) for each Primary Base location 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(s) 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 7 calendar days from the date of the Intent to Award notice to file a Written protest.

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 for a Primary Base location, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and Award for that Primary Base location proposed.

5.2.2 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys Bid Number;

• Identify Proposer’s name and contact information;

DAS Procurement Services, Version 4.5 March 31, 2023 Page 19 of 22

• 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.

5.2.3 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 who is 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, within 10 calendar days of its notification of Intent to Award, as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A. The Agency may reject the Proposal if the apparent successful Proposer fails to present the required documents as specified. Proposers are encouraged to consult their insurance agent(s) prior to Proposal submission regarding the insurance requirements contained in this solicitation.

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

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 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.

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 20 of 22

5.3.5 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.

5.3.6 Register on OregonBuys

If selected for Award, Proposer must register on OregonBuys: https://OregonBuys.gov

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 (Attachment A) 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 (Attachment A), 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 to the negotiable provisions of the Sample Contract listed below. However, Agency is not required to make any changes, and 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 subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency is willing to negotiate all items, except those listed below:

• Choice of law;

• Choice of venue;

• Constitutional requirements; and

• Requirements of applicable federal and State law.

If the parties have not reached mutually agreeable terms within 30 calendar days of the Intent to Award notice, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

https://oregonbuys.gov/

DAS Procurement Services, Version 4.5 March 31, 2023 Page 21 of 22

SECTION 6: ADDITIONAL INFORMATION

6.1 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.

6.2 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:

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

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

6.3 GOVERNING LAWS AND REGULATIONS

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

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, 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 Proposal, negotiating a Contract, if Awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer.

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 22 of 22

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this RFP 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 any State agency is liable to any Proposer for any loss or expenses caused by or resulting from the delay, suspension, or cancellation of the RFP or a Contract Award, or the rejection of any Proposal.

6.6 COST OF SUBMITTING A PROPOSAL

Proposer shall pay…