OregonBuys RFP #S-63500-00016223 – 2026 Breeding Waterfowl Surveys

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STATE OF OREGON

COVER PAGE

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

S-63500-00016223 for

2026 BREEDING WATERFOWL SURVEY

Date of Issue: March 11, 2026

Opening Date: March 25, 2026, 2:00 P.M.

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

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

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 OFFERS 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 OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES

5.6 COST OF SUBMITTING AN OFFER

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.8 RECYCLABLE PRODUCTS

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

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

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

Agency will not be accepting protests.

The Oregon Department of Fish and Wildlife’s (ODFW or Agency) mission is to protect and enhance Oregon’s fish and wildlife and their habitats for use and enjoyment by present and future generations. The Agency’s is seeking a contractor (hereafter” Offeror) to provide one helicopter for Northwest Oregon and at least one, but up to two helicopters in Eastern Oregon, experienced pilot(s), and fuel truck(s) with licensed driver(s), to fly Agency employees to survey breeding waterfowl populations in selected areas throughout Oregon.

Agency anticipates using approximately 70 hours of aerial waterfowl surveys along established survey routes throughout Oregon. Estimated flight time is 20 hours for Northwest Oregon and 50 hours for Eastern Oregon.

The Oregon Department of Fish & Wildlife (Agency) is working with other western states/provinces and the U.S. Fish and Wildlife Service (USFWS) to determine the annual population status of breeding waterfowl species in the Pacific Flyway, including Oregon.

Breeding waterfowl surveys have been conducted annually in Oregon since 1994, except for 2001 & 2020. This information is being used to develop population models and harvest policy frameworks to assist the Agency in determining appropriate hunting seasons and bag limits for waterfowl. General information about the status of numerous waterfowl species and sandhill cranes is also obtained. Surveys are conducted using standard protocols used by many other state wildlife agencies and USFWS. Surveys are flown on established transects statewide and numbers of waterfowl are recorded. The Agency has authorization to conduct wildlife management activities under ORS. 496.012 with related tag issuance under 496.146 (4).

The Agency will conduct breeding waterfowl surveys during the periods of April 20, 2026, through May 31, 2026.

The timeframe for survey completion in Northwest Oregon is April 20, 2026, through April 30, 2026.

The timeframe for survey completion in Eastern Oregon is May 1, 2026, through May 31, 2026.

Start dates in both Northwest and Eastern Oregon are dictated by spring weather conditions.

Northwest Oregon surveys will be completed before initiation of Eastern Oregon surveys.

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 March 17, 2026 5:00 PM

Answers to Questions and Requests for Clarification March 18, 2026, 5:00 PM

Opening (offer Due) March 25, 2026 2:00 PM

Issuance of Notice of Award (approx.) April 1, 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.

Terminology specific to the OregonBuys system may be found at OregonBuys

2.2.2 Project Specific Definitions (Reserved)

2.3 OVERVIEW AND PURPOSE

The Oregon Department of Fish & Wildlife (Agency) is working with other western states/provinces and the U.S. Fish and Wildlife Service (USFWS) to determine the annual population status of breeding waterfowl species in the Pacific Flyway, including Oregon. Breeding waterfowl surveys have been conducted annually in Oregon since 1994, except for 2001 & 2020. This information is being used to develop population models and harvest policy frameworks to assist the Agency in determining appropriate hunting seasons and bag limits for waterfowl. General information about the status of numerous waterfowl species and sandhill cranes is also obtained. Surveys are conducted using standard 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 https://www.oregon.gov/das/ORBuys/Pages/Index.aspx

(ODFW update 12/18/24) Page 5 of 21 protocols used by many other state wildlife agencies and USFWS. Surveys are flown on established transects statewide and numbers of waterfowl are recorded. The Agency has authorization to conduct wildlife management activities under ORS. 496.012 with related tag issuance under 496.146 (4).

2.4 SCOPE OF WORK/SPECIFICATIONS

The purpose of this project is to conduct up to 70 hours of aerial breeding waterfowl surveys in Northwest Oregon and Eastern Oregon.

TASKS:

Contractor will:

1. Provide one helicopter for the duration of the survey in Northwest Oregon and at least one, but up to two helicopters for the duration of the survey in Eastern Oregon, a fuel truck(s)/driver(s) (if necessary), and an experienced pilot(s).

2. The Contractor’s pilot will determine all conditions regarding safety prior to and during the flight. Should the Contractor’s pilot consider the conditions unsafe, they will either forego that particular flight or return to base, or any other site deemed more appropriate for safety reasons.

3. Conduct approximately 70 hours of aerial waterfowl surveys along established survey routes throughout Oregon. Estimated flight time is 20 hours for Northwest Oregon and 50 hours for Eastern Oregon.

4. Transport up to three (3) Agency biologist as observers per flight for waterfowl counting.

ODFW will:

1. Provide up to three (3) Agency biologists as observers.

2. Provide dates and times of flights.

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

2.5 Safety Procedures:

The Contractor’s pilot(s) must communicate and maintain all safety procedures. Safety procedures will not be compromised at any time during the contract. The Contractor’s pilot will determine all conditions regarding safety prior to and during the flight. Should the Contractor’s pilot consider the conditions unsafe, he or she 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 waterfowl distribution because of habitat conditions and weather, and budget availability.

Schedules may be adjusted between locations if necessary to complete project work in an

(ODFW update 12/18/24) Page 6 of 21 effective manner. Actual departure sites may vary to facilitate efficient and safest use of helicopter time. The schedule may also require non-flight days to accommodate weather conditions, aircraft service schedules, and unforeseen events. 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 3.1.1

2.7 Aircraft or Equipment Break Down:

Should the helicopter or other essential equipment break down and cause delay or termination of the operation, the equipment shall be repaired or replaced within 48 hours to allow continuance of the project. Failure to do so may result in a $500/day penalty until deficiencies are corrected. In the event weather conditions force a long-term shutdown during the surveys, and it is agreed the airship has to return to its home base then one-half the ferry time will be paid. All aircraft repairs must be made in accordance with FAR Part 135 standards before the operation proceeds.

2.8 Pilot to be provided: as described in Section 3.1.4

2.9 Additional or Substitute Helicopter or Pilot:

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

2.10 Poor Pilot Performance:

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

(ODFW update 12/18/24) Page 7 of 21 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:

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

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

2. Transport at designated locations.

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

4. Determine all conditions regarding safety prior to and during the flight. Advise Agency if conditions are unsafe and either forego the particular flight or will return to base or any other site deemed appropriate for safety reasons. Flight Following will be coordinated with Agency Contract Administrator.

5. Flight schedule is approximate and may be subject to change for reasons of inclement weather, animal distribution as a result of range conditions and weather, data collection needs, or budget availability. Schedules may be adjusted between locations if necessary to complete capture work in an effective manner. Actual departure sites may vary to facilitate efficient and safest use of helicopter time. Schedule may also require non-flight days to accommodate weather conditions, aircraft service schedules, and unforeseen events. Additional mission periods may be requested by Agency within the contract period.

6. Radio communications and GPS capabilities are essential.

7. The contract must be completed by May 31, 2026.

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

(ODFW update 12/18/24) Page 8 of 21 shall require the contractor to meet the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services.

The contract terms and conditions shall specify clear consequences for a contractor's failure to perform the scope of work identified in the request for proposals or the contractor's failure to meet established performance standards. The consequences may include, but are not limited to:

(A) Reducing or withholding payment;

B) Requiring the contractor to perform, at the contractor's expense, additional work necessary to perform the identified scope of work or meet the established performance standards; or

(C) Declaring a default, terminating the public contract and seeking damages and other relief available under the terms of the public contract or other applicable law.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.1 MINIMUM OFFER REQUIREMENTS

The Offer is not in compliance with the following Minimum Offeror Requirements will be rejected.

At a minimum, responses to the solicitation shall include:

3.1.1 Aircraft to be provided by Offeror

The Offeror is required to provide a Bell 206BIII, or helicopter with equivalent visibility and passenger room with minimum 340 horsepower at shaft to meet requirements for the survey.

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

Each aircraft is required to have radio communications 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 aircrafts’ flight progress in real time from a remote location.

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.

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3.1.2 Registration Requirements

Helicopter and Pilot must be certified FAR Part 135.

3.1.3 Fuel Truck Requirements

Fuel is available at several airports in the region. When surveys are conducted from a base of operations that does not offer Jet A fuel service, coordination and communication with the biologists will occur to ensure access to fuel services is included in survey planning. A four-wheel drive fuel truck with a minimum 8 hours of Jet A fuel on board and capable of traveling secondary and tertiary, potentially unmaintained roads will be necessary for the project (e.g.:

no fuel trailers will be accepted).

3.1.4 Pilot(s) Requirements

Have flight experience as follows, substantiated by pilot logbook:

- Minimum of 1000 hours of helicopter flight time with aircraft equivalent to this contract requirement.

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

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

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

- Minimum of 75 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 RFP in compliance with the current FAA and Oregon State Division of Aeronautics’ rules and regulations, as applicable to such requirements. The Agency reserves the right to check the background of any pilot through the Federal Aviation Administration. If substantiated information is found showing poor performance, safety violations, failure to fulfill contractual obligations, minimum requirements not being met, or any other unfavorable information; the Agency reserves the right to reject any pilot/proposal for purposes of this RFP and any resulting contract.

3.1.5 Offeror Qualifications - Attachment H

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

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

3.1.6 OFFEROR shall submit completed Reference Check Form – Attachment D

Offeror shall submit completed Reference Check Forms from Four (3) References as

(ODFW update 12/18/24) Page 10 of 21 explained below:

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

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

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

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

• Offeror 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 Offeror Format and Quantity

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

Offeror shall submit one electronic copy of its Offer. In addition, if Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

3.2.2 Authorized Representative

A representative authorized to bind the Offeror shall sign the Offer. Failure of the authorized representative to sign the Offer may subject the offer to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system Solicitation documents will not be mailed to prospective Offerors.

https://oregonbuys.gov/bso

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Agency shall advertise all Amendments on OregonBuys e-procurement system. Prospective Offeror 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 Offeror’s name and contact information

• Be sent by an authorized representative

• Refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule

3.3.3 Pre-Offer Conference (Reserved)

3.3.4 Offer Submission

Offeror is solely responsible for ensuring its Offer 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. Offers submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

OregonBuys Electronic Response. Offeror 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.

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

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

Offer may be submitted electronically through OregonBuys.

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

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3.3.5 Modification or Withdrawal of Quotes or Offers

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

If an Offeror wishes to withdraw a submitted Offer, it shall do so prior to Opening. The Offeror shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.6 Offer Opening Date

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

Offers received after Opening are considered LATE and will NOT be accepted for evaluation.

Late Offers will be returned to the respective Offeror or destroyed.

3.3.7 Offer Rejection

Agency may reject an Offer for any of the following reasons:

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

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

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

• Offeror 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.

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

• Offeror 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 of Offers

There will be no public Opening of Offers. Offers 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 Offerors after Opening.

3.4 OFFERS CONTENT REQUIREMENTS

Offeror must address each of the items listed in this section and all other requirements set forth in this solicitation. Offeror shall describe the Goods to be provided or the Services to be performed or both. An Offer that merely offers to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

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3.4.1 Offeror Information and Certification Sheet (Attachment C)

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

3.4.2 References (Attachment D)

Provide at least 3 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.

Offeror shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, returned to the Offeror and submitted with the Offer prior to opening.

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 that includes the following items:

• Mobilization/Set up Fees

• Helicopter and pilot (price per hour),

• Ferry flights, if different from above (price per hour); and

• Fuel/Service Truck Driver (price per hour); and

• Milage for Fuel /Service Truck (price per mile); 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 Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If an Offeror believes that any portion of its Offer 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), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Offeror 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 Offer, in whole, as exempt from disclosure is not acceptable. Agency advises each Offeror to consult with its own legal counsel regarding disclosure issues.

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

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

(ODFW update 12/18/24) Page 14 of 21

3.4.5 Scored Component Form (Attachment H)

Submit a detailed Scored Component Form (Attachment H) with written General Qualifications that demonstrate capability to complete the requested services, written detailed Understanding of Requested Services/Project, Pilot(s) qualifications (Primary and Back-up), Specify key persons to be assigned to this project, and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Offers received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and offer Content Requirements section. If the Offer is unclear, the SPC may request clarification from Offeror.

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

At any time prior to award, Agency may reject an Offeror found to be not Responsible.

3.5.2 Evaluation Criteria

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

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

(ODFW update 12/18/24) Page 15 of 21

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.

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

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

• Address general description of the purpose and key issues

3.5.2.2 Evaluation Item 2- General Qualifications (Attachment H)

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

• Does the offer demonstrate services comparable to those required under this

RFP

• Does the Offeror demonstrate comparable services required under this RFP?

3.5.2.3 Evaluation Item 3- Pilot Qualifications, Primary and Back-Up (Attachment H)

• List all Pilot(s) flight experience over and above the Mandatory Requirements listed in section 3.1.4.

3.5.2.4 Evaluation Item 4- References (Attachment D)

• Score the references based upon the submitted scores submitted from three references as required in Attachment D. Each Reference will be asked a series of questions that will be scored. The total average score (from 3 references) is

(ODFW update 12/18/24) Page 16 of 21 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 1-6 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 Offeror’s cost using the following formula:

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

3.7 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State.

Additional rounds of competition may consist of, but will not be limited to:

• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Offerors 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 Offeror; 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 Offeror 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 Offerors, if at least one Offeror proposes Goods manufactured with Recycled Materials, and at least 1 Offeror does not, Agency will select the Offeror proposing Goods manufactured from Recycled Materials if each of the conditions

(ODFW update 12/18/24) Page 17 of 21 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 Offerors identical in cost, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

3.9 POINT AND SCORE CALCULATIONS

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

TOTAL POINTS POSSIBLE : 115

POINTS POSSIBLE

3.5.2.1 Understanding of Requested Services/Project 20

3.5.2.2 General Qualifications 30

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

3.5.2.4 References 15

3.5.2.5 Price 20

EXAMPLE:

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

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 Offer and Offeror, 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 Offeror(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this solicitation.

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

4.1.2 Notice of Award

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

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

(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) Price Proposal Form [must be returned with proposal] (Attachment F) COBID Certification / Outreach Plan [must be returned with proposal] (Attachment G) Responsibility Inquiry [must be returned with proposal] (Attachment H) Proposal Components Form [must be returned with proposal]

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Offeror 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 Offeror. Offeror 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 Offeror shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

• When requested by Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Offeror has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

4.2.3 Business Registry

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror 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.

http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm

(ODFW update 12/18/24) Page 19 of 21

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

By submitting an offer, Offeror 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.

Offeror shall review the attached Sample Contract and note exceptions. Unless Offeror notes exceptions to the terms and conditions identified as negotiable in its Offer, the State intends to enter into a Contract with the successful Offeror 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. Offeror is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any Offer 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 Offeror.

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

(ODFW update 12/18/24) Page 20 of 21

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

5.3 GOVERNING LAWS AND REGULATIONS

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

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of Agency. By submitting an Offer in response to this solicitation, Offeror grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Offer solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Offeror, or as otherwise needed to administer the intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

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

Pursuant to ORS 279B.100, Agency may reject any or all Offers in-whole or 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 Offeror for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Offer.

5.6 COST OF SUBMITTING AN OFFER

Offeror shall pay all the costs in submitting its offer, including, but not limited to, the costs to prepare and submit the offer, 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, Offeror shall include information in its offer 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 21 of 21

5.8 RECYCLABLE PRODUCTS

Offeror 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

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY