Schedule A - Aerial Moose Survey - Upper Peninsula (2).docx

STATE OF MICHIGAN

Request For Quote No. 230000000148 Aerial Moose Survey Pilot

SCHEDULE A STATEMENT OF WORK CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFQ. The term “Contractor” in this document refers to a bidder responding to this RFQ.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

Every other year during the month of January, Wildlife Division (WLD) personnel organize an aerial moose survey. Department of Natural Resources staff (from numerous divisions) receive instruction on how to collect relevant data from seat of a plane, which is used to estimate the moose population in Michigan’s Upper Peninsula (UP). Ordinarily, fire detection pilots from Forest Resources Division (FRD) fly moose observers. However, for the 2023 aerial moose survey, an additional pilot is requested to ensure the survey is completed as prescribed, by the end of January.

SCOPE

The survey area is commonly called the “core moose range’”, which is situated in Marquette, Baraga, and Iron counties (see Figure 1).

REQUIREMENTS

Contractor must provide Deliverables/Services and staff, and otherwise do all things necessary to conduct aerial observations of moose for the purpose of data collection by passengers and general administration. Contractor will be required to provide all such services as requested by the DNR. Typical services Contractor will be required to perform, but not limited to, are:

a. Maintaining survey protocol speed (80 to 90 knots) and altitude (500 feet above ground).

b. Maintaining flight lines as determined by per survey plot (see Figure 1) as determined by survey protocol.

c. Coordinating with passengers/observers during the observation of moose for data collection purposes.

d. Maintain survey protocols in coordination with DNR Program Managers.

1. General Requirements

1.1. Aircraft Requirements

Contractor shall provide and utilize aircraft listed below in the response box (other type of aircraft may be used infrequently for emergency replacement when authorized by the State prior to the mission being flown). Aircraft must meet the approval of DNR Program Manager, or designee.

a. Aircraft must possess the following:

i. Current 100-hour inspection or progressive maintenance inspection.

ii. Current annual inspection.

iii. Aircraft registration.

iv. Aircraft airworthiness certificate.

Note: Exceeding Time Between Overhaul will only by allowed by written request to and approval by the DNR Program Manager.

Bidder must enter company name here

Rev.

5/2016

b. Aircraft Condition:

i. Aircraft shall be properly licensed under regulations of the Federal Aviation Administration. Aircraft shall be clean inside and outside and shall fully comply with FAA directives and specifications and to any pertinent laws and regulations of the State. Note: Low altitude flying is required for moose survey purposes.

ii. Fire detection aircraft will be equipped with an 800 and high band radio provided by the DNR. Contractor must mount radio antennas on the aircraft before start of work. At the termination of the Contract, all equipment provided will be returned to the DNR.

c. Additional requirements:

i. Aircraft must be equipped with a portable GPS capable of identifying roads by name.

ii. DNR shall request services as needed and notify Contractor by 6:00 a.m. Eastern Standard Time each day prior to survey period from 10:00 a.m. to 2:00 p.m. Contractor will be advised a specific time each morning to assess weather suitability for survey efforts each survey day.

iii. Under optimum conditions, typical hours for service are between 10:00 a.m. and 2:00 p.m. Eastern Standard Time.

iv. DNR may request pilot fly to pick-up passengers at local airports in Michigan’s Upper Peninsula.

v. Aircraft will be required to perform over rough, rolling terrain. Flights may be required during periods of strong, gusty winds, and very turbulent air conditions.

vi. Contractor shall be responsible for furnishing all fuel, oil and normal operating supplies required for the aircraft, as well as servicing and repair of aircraft.

Response: Contractor shall check only one box below and identify exception(s):

Agree to above Requirements and have attached necessary licenses and required information.

Agrees to above requirements with exception(s) (licenses and information must be attached to bid).

Exception(s):

Response: Contractor shall list the aircraft that will be used to fulfill this contract

Aircraft listed must meet the requirements listed above in 1.1:

1.2. Pilot Requirements

Pilot must meet the approval of DNR Program Manager, or designee. Contract pilot must be currently certified and capable of piloting aircraft for the types of mission to be flown, whether for airplane or helicopter. In addition to the general qualifications and the minimum flight experience requirements, Contract pilot may be required to demonstrate their flight proficiency on an actual “flight test”, at Contractor’s expense, if deemed necessary by the DNR Program Manager. Aircraft used for such flight tests will be equipped with dual controls.

a. Minimum flight experience requirements for pilot:

ROTARY WING

HOURS OF FLYING TIME

b. Pilot must have a current, valid commercial pilot certificate with appropriate aircraft ratings as defined in Federal Air Regulations, Part 61.

c. Pilot must have a current Class II (minimum) FAA Medical Certificate and a current Flight Review, as specified in Federal Air Regulations, Part 61.

d. Pilot performing moose survey services must have one (1) survey season of moose observation experience.

e. DNR shall request weather assessment service each morning during the survey period by 6:00 a.m. Eastern Standard Time. Contractor will be advised a specific time where the pilot must report for service or if the pilot must be “on-call” during the survey day. If “on-call”, DNR will establish, based on weather forecast, a suitable re-assessment time during the remainder of the survey day. Pilot will be given flight instructions at the time of notification.

f. Under optimum conditions, typical hours for survey are between 10:00 a.m. and 2:00 p.m. Eastern Standard Time.

g. DNR may request pilot fly to pick-up passengers at local airports in Michigan’s Upper Peninsula.

h. Pilot shall not permit any passenger to ride in the aircraft or any cargo to be loaded therein unless preauthorized by the DNR Program Manager.

i. Pilot is responsible for the safety of the aircraft, its occupants and cargo. Pilot will comply with the directions of the State only when, in his/her judgment such compliance will not be a violation of Federal Aviation Regulations.

j. Pilot shall comply with DNR Flight Duty Limitations (See Attachment 1) along with all FAA and State laws and regulations.

Response: Contractor shall check only one box below and identify exception(s):

Agree to above Requirements and have attached necessary licenses and required information.

Agrees to above requirements with exception(s) (licenses and information must be attached to bid).

Exception(s):

1.3 Additional Contractor Responsibilities

a. Contractor shall provide sectional aeronautical charts or equivalent.

b. Contractor shall provide to the State the documentation and/or proof of compliance of Contract requirements and terms. It is Contractor’s sole responsibility to keep documents current throughout the Contract Term. Contractor has not more than ten (10) days prior to expiration of a document to send in the replacement to the DNR Program Manager. Failure to provide current documentation prior to expiration date may result in the Contract being terminated.

Contractor must provide and keep current the following documents:

i. Medical certificate, 2nd class or higher.

ii. Drug screening test, if requested by DNR (provided at State expense).

iii. Commercial pilot license.

iv. Flight review.

v. Annual inspection, airframe.

vi. Annual inspection, engine.

vii. Aircraft registration.

viii. Aircraft airworthiness certificate.

ix. 100 hour Inspection record.

x. Insurance certificate(s) as required in Standard Contract Terms, Section 6 and listing the State of Michigan as additional insured, if applicable, and including waiver of subrogation, if applicable.

xi. Aircraft insurance certificate, naming the State of Michigan as additional insured.

1.4 State Responsibilities

a. The State will provide continuing education or training, as necessary, to Contractor’s pilot(s) in fire detection, fire scouting, radio operation, and other special duties. An observer will occasionally be furnished by the State to accompany the pilot on such flights as may be designated by the State.

b. The State will provide an 800 and high band radio to be installed in aircraft.

c. The State will provide maps of flight areas.

d. The State will provide drug screening of pilot(s) if DNR requires screening.

2. Acceptance

2.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities: See Section 16, Acceptance, of the Standard Contract Terms.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint contract representative, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least 15 calendar days before removing or assigning a new Contractor Representative.

Response:

Provide contractor representative information.

3.2. Customer Service Number

The Contractor must specify its number for the State to make contact with the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8 am to 5 pm EST.

Response:

Provide

Customer

Service phone number and contact.

3.4. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 8:00 a.m. to 5:00 p.m. EST, and weekend hours depending on the requirements of the project.

3.5. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Contractor.

Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Response: Contractor shall check only one box below and identify exception(s):

A subcontractor will not be used.

A subcontractor will be used.

Contractor disclosure of subcontractor:

3.6. Security

The Contractor must explain any additional security measures in place to ensure the security of State facilities. The bidder’s staff may be required to make deliveries to or enter State facilities. The bidder must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks. The State may require the Contractor’s personnel to wear State issued identification badges.

Response:

Provide security response.

4. Project Management

4.1. Meetings

The Contractor must contact DNR Program Managers a minimum of 24 hours after the contract is awarded to schedule a meeting to insure that all technical provisions required under the contract are met and to review other administrative requirements (including billing, checking in and out of service, and documentation completion and submission requirements).

The State may request other meetings, as it deems appropriate.

4.2. Reporting

The Contractor must submit, to the Program Manager the following written reports:

a. Contractor shall complete Daily Report forms (provided by DNR) after each flight to include date flown, Hobbs or tachometer start and end readings, daily flight hours, name of DNR officer who authorized service, and signature of pilot. Daily Reports are to be submitted, accompanied by Contractor’s invoice, at the end of each month to DNR Program Manager.

b. In order to protect life and health and to prevent damage in the performance of this service, Contractor will use due diligence in preventing accidents and will comply with all applicable provisions of Federal and State laws and regulations. Contractor will maintain a record of all cases of death, injury or disease arising out of, or in the course of, employment work under the Contract. This record will be available upon the request of the State.

5. Pricing Pricing is firm for this Purchase Order.

6. Ordering

6.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Purchase Order for the fiscal year.

7. Invoice and Payment

7.1. Invoice Requirements

Invoices shall be submitted on a monthly basis and include the following: (a) date; (b) Delivery Order number; (c) quantity (number of hours); (d) description of the Contract Activities; (e) unit price; and (f) total price. All invoices must be accompanied by a Daily Report form.

7.2. Payment Methods

The State will make payment for Contract Activities through Electronic Funds Transfer (EFT).

7.3. Payment Terms

Payment terms are Net 45 Days

Bidder must enter company name here

Figure 1: In the map above, the moose survey area is shown, divided into high and low strata (i.e. red and green rectangles). Any of these rectangles may be surveyed on a given year.

Rev.

5/2016 image1.jpeg