S-63500-00015407 Notice of Intent to Award.pdf

This is a Notice of Intent to Award issued by the State of Oregon Department of Fish and Wildlife (ODFW) Administrative Services Division for RFP No. S-63500-00015407, the 2026 Rogue Watershed Aerial Roosevelt Elk Survey. The procurement requested a contractor to provide a Bell 206BIII helicopter or equivalent with minimum 340 horsepower, a licensed fuel truck with driver, and an experienced pilot to conduct an aerial survey of free-ranging Roosevelt elk in Jackson County alongside three ODFW biologists. The project scope encompassed approximately 18 flight hours across six flights originating from Central Point, covering terrain ranging from sea level to 7,000 feet elevation including forested lands, open prairies, agricultural areas, and canyons. The survey was scheduled for January 1, 2026, through March 31, 2026, with field work to be completed before March 1, 2026. Evaluation of proposals concluded by December 30, 2025, with Timberland Helicopters, Inc. of Ashland, Oregon selected as the highest-ranked responsive and responsible proposer based on evaluation criteria totaling 115 points across cost (15 points), references (15 points), general qualifications (30 points), service understanding (30 points), and pilot qualifications (25 points).

The contract was awarded as a Personal Service Contract (PSK) with compensation including mobilization fees, helicopter and pilot hourly rates, fuel truck mileage, driver hourly rates, ferry flight hours, and per diem for up to two crew members. Liquidated damages of $500 per day applied for equipment repairs or pilot replacements exceeding 48 hours. Pilot requirements included minimum 1,000 total helicopter flight hours with 100 hours of low-elevation experience and FAA Part 135 compliance. Insurance requirements included Commercial General Liability Insurance of $2,000,000 per occurrence and $4,000,000 aggregate, Aircraft Liability Insurance of $2,000,000, and Workers' Compensation coverage. The project was partially funded by a U.S. Fish and Wildlife Service Wildlife Restoration Grant (Grant #F25AF01598-00). ODFW reserved the right to terminate the contract with 30 days' notice or immediately if funding became unavailable or legal changes prohibited the purchase.