Solicitation_25-0026-IFB_South_Region.pdf

CALIFORNIA DEPARTMENT OF JUSTICE

Office of the Attorney General Division of Operations Contracts and Purchasing Unit 1300 I Street, Suite 820 Sacramento, California 95814

Friday, April 11, 2025

Invitation for Bid Number 25-0026-IFB

Notice to Prospective Bidders

The California Department of Justice (DOJ) invites prospective bidders to review and respond to the attached Invitation for Bid (IFB) Number 25-0026-IFB entitled, “DOJ – Bureau of Investigation - Helicopter Services for DOJ Eradication and Prevention of Illicit Cannabis (EPIC) Program - South Region”. When preparing and submitting a bid, compliance with the instructions found herein is imperative.

All agreements entered with the State of California shall include, by reference, General Terms and Conditions (GTC 04/2017) that may be viewed and downloaded at the following site:

https://www.dgs.ca.gov/OLS/Resources. If any prospective bidder lacks Internet access, a hard copy of these items can be obtained by contacting Terry Barber at Terry.Barber@doj.ca.gov or

(916) 210-6744.

If a discrepancy occurs between the information in the advertisement appearing in the California Department of General Services, Cal eProcure website and the information herein, the information in this notice and in the attached IFB shall take precedence.

I. Bid Due Date

Regardless of postmark or method of delivery, the California Department of Justice, Contracts and Purchasing Unit must receive bid packages no later than 3:00 p.m. PST on Friday, April 25, 2025. For detailed submission instructions, see section L of this IFB, entitled “Submission of Bids”.

II. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

The DVBE participation requirement is MANDATORY for this solicitation. You MUST subcontract with a DVBE for at least 3% of the total dollar amount of the agreement resulting from this IFB. NOTE: You MUST complete the attached GSPD-05-105 Bidder Declaration form to show your DVBE Participation. Putting “N/A” on the form will not satisfy the requirement. If you have questions, or need assistance please contact the DOJ, SB/DVBE Advocate at Advocate@doj.ca.gov.

If you go above the requirement and subcontract for 3.25 % or more of the total dollar amount of the agreement resulting from this IFB, you may be eligible to receive a DVBE Incentive. For more information regarding this option, see section O of this IFB, entitled “Preference and Incentive Programs”.

Prospective Bidders

III. Funding Limit

The proposed agreement is valid and enforceable only if sufficient funds are made available by the Budget Act of the appropriate fiscal year for the purpose(s) of the agreement.

In addition, the proposed agreement is subject to any additional restrictions, limitations, or conditions enacted by the Legislature, which may affect the provisions, terms, or funding of the agreement in any manner. If full funding does not become available, the DOJ will either cancel the resulting agreement or amend it to reflect reduced funding and reduced activities.

IV. Bidder Questions

In the opinion of the DOJ, this Invitation for Bid is complete and without need of explanation.

However, if questions arise or there is a need to obtain clarifying information, put all inquiries in writing and route them to the DOJ following the instructions set forth in section D of this IFB, entitled “Bidder Questions”.

V. Executive Order N-6-22 Economic Sanctions Against Russia

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under State law. The EO directs State agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of the agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

Thank you for your interest in the service needs of the California Department of Justice.

Sincerely, Terry Barber Associate Governmental Program Analyst

Enclosures

Invitation for Bid 25-0026-IFB

DOJ – Bureau of Investigation - Helicopter Services for DOJ Eradication and Prevention of Illicit Cannabis

(EPIC) Program - South Region

California Department of Justice

Division of Operations Contracts and Purchasing Unit

1300 I Street, Suite 820 Sacramento, California 95814

DOJ – Bureau of Investigation - Helicopter Services for DOJ EPIC Program - South Region 25-0026-IFB

Page i

Table of Contents

A. Purpose and Description of Services

B. Time Schedule

C. Agreement Term

D. Bidder Questions

1. What to include in an inquiry

2. Question deadline

3. How to submit questions

4. Verbal questions

E. Pre-Bid Conference/Walkthrough

F. License/Permits/Insurance Papers

G. Statement of Work

H. Failure to Perform

I. Other Damages

J. Qualification Requirements

K. Bid Format and Content Requirements

1. General instructions

2. Bid format requirements

3. Bid content requirements

4. Required attachments/documentation

L. Submission of Bids

1. Submission instructions

2. Proof of timely receipt

3. Bidder costs

M. Bid Opening

N. Bid Requirements and Information

1. Non-responsive bids

2. Bid modifications after submission

3. Bid mistakes

4. Withdrawal and/or resubmission of bids

a. Withdrawal deadline

b. Submitting a withdrawal request

c. Resubmitting a bid package

5. Evaluation and selection

a. Bid opening/reading

Page ii

b. Bid package review

c. Notice of Intent to Award

6. Agreement award and protests

a. Agreement award

b. Settlement of tie bids

c. Protests

1) Who can protest

2) Grounds for protests

3) Protest time lines

4) Submitting a protest

7. Disposition of bids

8. Inspecting or obtaining copies of bids

a. Who can inspect or copy bid materials

b. What can be inspected/copied and when

c. Inspecting or obtaining copies of bid materials

9. Verification of bidder information

10. DOJ rights

a. IFB corrections in FI$Cal

b. Collecting information from bidders

c. Immaterial bid defects

d. Correction of clerical or mathematical errors

e. Right to remedy errors

f. No Agreement award or IFB cancellation

g. Agreement amendments after award

O. Preference and Incentive Programs

1. Small/Micro Business Preference (preference not to exceed $50,000)

2. Non-Small Business Subcontractor Preference (preference not to exceed $50,000)

3. Disabled Veteran Business Enterprise (DVBE) Incentive

4. Nonprofit Veteran Service Agency (NVSA) Small business Preference (preference not to exceed $50,000)

5. Other Prefereance Programs

P. Agreement Terms and Conditions

1. Sample Agreement Forms & Exhibits

2. Unanticipated tasks

3. Resolution of differences between IFB and agreement language

Q. Generative Artificial Intelligence (GenAI)…………………………………………………….45

Page iii

Required Attachments

Attachment # Attachment Name

Attachment 1 Bid Form

Attachment 2 Required Attachment/Certification Checklist

Attachment 3 Bid Evaluation Form (For DOJ Use Only)

Attachment 4 Client References

Attachment 5 CCC 04/2017– Contractor Certification Clauses

Attachment 6 Darfur Contracting Act Certification (DGS PD 1)

Attachment 7 STD. 204 - Payee Data Record

Attachment 8 Conflict of Interest & Confidentiality Statement - Vendor

Attachment 9

Attachment 9a

California Disabled Veteran Business Enterprise (DVBE) - Bid Incentive Instructions and Resources and Information

STD 843 – Disabled Veteran Business Enterprise Declarations

Attachment 10

Attachment 10a

Non-Small Business Subcontractor Preference Instructions

Small Business Subcontractor/Supplier Acknowledgement

Attachment 11 GSPD-05-105 - Bidder Declaration and Bidder Instructions

Attachment 12

Attachment 13

Attachment 14

DGS OLS 04 - California Civil Rights Laws Attachment

Iran Contracting Act

STD 1000 - Generative Artificial Intelligence (GenAI)

Page iv

Sample Agreement Forms/Exhibits

Form/Exhibit Title Form/Exhibit Name

STD. 213 Standard Agreement

Exhibit A Statement of Work

Exhibit B Budget Detail and Payment Provisions

Exhibit C General Terms and Conditions. View or download at this Internet site:

https://www.dgs.ca.gov/ols/Resources

Exhibit D Special Terms and Conditions

A. Purpose and Description of Services

The California Department of Justice (DOJ) is soliciting bids from firms that can provide Helicopter Services for the DOJ, Bureau of Investigation EPIC Program – South Region. Bids must address all the services described in section G of this Invitation for Bid (IFB), entitled “Statement of Work”, including those terms in the referenced exhibits.

The DOJ intends to make a single agreement award to the responsive and responsible firm offering the lowest bid. This IFB is open to all eligible firms and/or individuals that meet the qualification requirements.

B. Time Schedule

Below is the tentative time schedule for this IFB:

C. Agreement Term

The term of the resulting agreement is expected to be for two (2) years and is anticipated to be effective from Tuesday, July 01, 2025 through Wednesday, June 30, 2027, with the option to extend the term at the discretion of the DOJ and upon approval, if required, from the California Department of General Services (DGS). The agreement term may change if the DOJ makes an award earlier than expected or if the DOJ cannot execute the agreement by the anticipated start date due to unforeseen delays. The DOJ reserves the right to extend the term of the resulting agreement as necessary to complete the services needed by the DOJ. Agreement extensions are subject to satisfactory performance by the Contractor, funding availability, and possibly approval by the DGS.

The resulting agreement will be of no force or effect until it is signed by both parties and approved by the DGS, if required. The successful bidder is hereby advised not to commence performance until all approvals have been obtained. If performance commences before all approvals are obtained, said services may be considered to have been volunteered.

Event Date Time (If applicable)

IFB Released Friday, April 11, 2025

Pre-Bid Conference (Optional) N/A

Walk Through (Optional) N/A

Questions Due Tuesday, April 22, 2025 3:00 p.m. PST

Bid Due Date Friday, April 25, 2025 3:00 p.m. PST

Bid Opening Monday, April 28, 2025 9:15 a.m. PST

Proposed Start Date of Agreement Tuesday, July 01, 2025

D. Bidder Questions

Bidders shall immediately notify the DOJ if clarification is needed regarding the services sought or questions arise about the IFB and/or its accompanying materials, instructions, or requirements.

All inquiries must be in writing and submitted to the DOJ via electronic mail no later than the date and time stated in section B of this IFB, entitled “Time Schedule”. At its discretion, the DOJ reserves the right to contact an inquirer to seek clarification of any inquiry received.

Bidders that fail to report a known or suspected problem with this IFB and/or any accompanying materials or fail to seek clarification and/or correction of this IFB and/or any accompanying materials, shall submit a bid at their own risk. In addition, if awarded the agreement, the successful bidder shall not be entitled to additional compensation for any additional work caused by such problem, including any ambiguity, conflict, discrepancy, omission, or error.

If an inquiry appears to be unique to a single firm or is marked “Confidential,” the DOJ will email a response only to the inquirer if the DOJ concurs with the bidder’s claim that the inquiry is sensitive or proprietary in nature. If the DOJ does not concur, the inquiry will be answered in the manner described herein and the bidder will be so notified. Inquiries and/or responses that the DOJ agrees should be held in confidence shall be held in confidence only until the Notice of Intent to Award is posted.

1. What to include in an inquiry

a. Inquirer’s name, name of firm submitting the inquiry, mailing address, email address, area code and telephone number.

b. A description of the subject or issue in question or discrepancy found.

c. IFB section, page number or other information useful in identifying the specific problem or issue in question.

d. Remedy sought, if any. A bidder that desires clarification about specific IFB requirements and/or whose inquiry relates to sensitive issues or proprietary aspects of a bid may submit individual questions that are marked “Confidential". The bidder must include with its inquiry an explanation as to why it believes questions marked “Confidential” are sensitive or surround a proprietary issue.

2. Question deadline

Submit questions and inquiries no later than the date and time (Tuesday, April 22, 2025, 3:00 p.m. PST), as stated in section B of this IFB, entitled “Time Schedule”. Questions received after the due date and time will not be considered.

The DOJ will accept questions and inquiries about the following issues up to the bid due date:

a. DVBE participation.

b. How to complete DVBE attachments.

c. The reporting of IFB errors or irregularities.

3. How to submit questions

Please submit questions and inquiries regarding 25-0026-IFB to Terry Barber at Terry.Barber@doj.ca.gov.

Note: Please type “Questions 25-0026-IFB” in subject line of email.

4. Verbal questions

The DOJ reserves the right not to accept or respond to verbal questions and inquiries. Verbal remarks provided in response to verbal questions and inquiries are unofficial and are not binding on the DOJ unless later confirmed in writing. Any additional requirements shall be issued in the form of an addendum to all potential bidders.

Direct all verbal requests for DVBE assistance to the DOJ, SB/DVBE Advocate at Advocate@doj.ca.gov up to the bid due date.

E. Pre-Bid Conference/Walkthrough

The DOJ will not hold a Enter Pre-Bid Conference or Walkthrough for this IFB.

F. License/Permits/Insurance Papers

1. Contractor shall have and submit copies with IFB all applicable certificates of insurance, permit, licenses, and other forms of documentation required to comply with the laws of the State of California.

2. Contractor shall be an individual or firm licensed to do business in California and shall obtain at its expense all license(s) and permit(s) required by law for accomplishing any work required in connection with the agreement.

3. If the Contractor is located within the State of California, the Contractor must be in good standing with the Secretary of State (if applicable). For more information regarding the Secretary of State, please visit: sos.ca.gov.

4. If the Contractor is out of State, the Contractor must provide a copy of their Board of Equalization Permit along with a copy of their Secretary of State (if applicable) to show the Contractor is eligible to do business in California.

G. Statement of Work

It is the intent of the State of California, Department of Justice (DOJ), Bureau of Investigation (BI), to solicit a total of one bid for a Bell 407 helicopter to be utilized by the Eradication and Prevention of Illicit Cannabis (EPIC) Program.

The helicopter shall be Type 3, high skid, four (4) bladed, six (6) passenger, turbine-powered helicopter with pilot, fuel, and maintenance support, to be in constant readiness for dispatch to anywhere within the designated counties of Southern California area known as the SOUTH Region (which encompasses San Luis Obispo, Santa Barbara, Ventura, Los Angeles, Orange, San Diego, Imperial, Riverside, San Bernardino, and Inyo Counties) during the designated time for reconnaissance missions and the designated period of operations, to support the EPIC Program. EPIC is a multi-government agency developed to eradicate illicit cannabis and prosecute associated offenders.

CA DOJ/BI/EPIC may need to make use of the helicopter and reserves the right to move the helicopter to other regions on a temporary basis to provide support to special operations/investigations, officer safety/critical incidents, availability of cannabis grows to eradicate, adjustments to natural disasters, and weather conditions to further accomplish the mission of the EPIC program.

The helicopter and all pilots shall be equipped and required to meet the national Inter-Agency inspection carding standards set by the United States Forest Service (USFS) and Department of Interior (DOI), upon bid award and each year of the agreement.

Helicopter and all pilots need not be approved (Carded) at the time of pre-award but meet the requirement no later than May 1, 2025. The actual date and time shall be provided at the pre-award inspection which shall take place approximately ten (10) days after bid opening.

(Subsequent years’ inspection dates shall be determined no later than sixty (60) days prior to the start date). If the Contractor is unable to acquire government approval prior to the inspection, the Contractor may contact DOJ/BI/EPIC Air Operations Staff at (916) 996-9850 as soon as possible, and every attempt shall be made to help the Contractor ensure pilots and helicopter are carded as required.

All bidders tentatively selected for the award must be able to produce the helicopter as specified on Attachment 1 for pre-award inspection within 10 days of notification. The Contractor shall not be expected to have the helicopter in contract readiness at that time; however, the helicopter documents and current weight and balance must be available for inspection at that time. Failure by the Contractor to have his/her helicopter, personnel and equipment available for this inspection, or failure to be approved and acceptable at this time, may be cause for REJECTION OF THE BID. Helicopter and pilots shall not be considered available for flight, and no payments will be made, until both are approved.

DOJ/BI/EPIC reserves the right to re-inspect helicopter and to reappraise the capabilities of any pilots at any time during the term of the agreement. Any helicopter or pilots unacceptable to DOJ/BI/EPIC, shall not be used under the terms of the agreement.

The requirements for each helicopter team are identical so that each team can work anywhere in the State of California if needed on an interchangeable basis. DOJ/BI/EPIC supports 50 of the 58 counties in California with its eradication operations making mobility a key factor in identifying and eliminating illegal gardens. Therefore, the eradication teams must be able to respond statewide on a moment’s notice to ensure timely identification and eradication of the major illegal cannabis cultivation sites.

The designated area of operations for the South Region helicopter (Bell 407) shall be the Southern California area known as the SOUTH Region (which encompasses San Luis Obispo, Santa Barbara, Ventura, Los Angeles, Orange, San Diego, Imperial, Riverside, San Bernardino, and Inyo Counties). The helicopter and pilot travels with the assigned eradication team and shall generally conduct operations in and around the specific county areas for a period of one day to a week, depending on the needs of the requesting county or law enforcement agency.

However, they will be subject to being dispatched as needed to any place in the State of California, at any time. The anticipated designated EPIC season operations shall be from July 1, 2025, through September 30, 2025, and July 1, 2026, through September 30, 2026 (for ninety (90) continuous days between the designated dates of each session).

Contractor's aircraft contracted by CA DOJ/BI/EPIC are designated as “Public Use Aircraft” while operating in the “Exclusive Use” and “Optional Use” periods of the agreement.

All EPIC aviation activities shall be performed in accordance with the Federal Aviation Regulations (FAR), State laws applying to Civil Aviation, applicable contracts and MOU’s;

except where deviations are authorized by FAR and Department of Transportation (DOT) grants and exemptions specifically authorized by EPIC.

The CA DOJ/BI/EPIC shall retain full ownership and control of any of its property, which it may loan, and shall retain the right to discontinue temporary loan arrangements at any time and withdraw all loaned equipment from the helicopter.

All maintenance work shall be done by certified technicians with an established reputation for executing their work by the absolute best methods. All services shall always be subject to inspection by CA DOJ/BI/EPIC during the performance thereof. If through inspection it is determined that the services and/or materials furnished in connection therewith are not in accordance with the terms described, DOJ/BI/EPIC may at its option have the work performed elsewhere, charging the Contractor with any cost occasioned thereby.

Flight Time and Rates

Rates for Flight Time and Daily Availability

CA DOJ/BI/EPIC shall pay for Daily Availability during the designated period at the rate specified in Attachment 1. In addition to the Daily Availability bid rate, DOJ/BI/EPIC shall pay for flight time during the periods of designated availability, or extension thereto at current Flight Rates.

The Daily Availability rate shall be inclusive of all Contractor incurred daily expenses to include the fuel service vehicle, milage, fuel, pilot and fuel service technician wages, travel and per diem, and required maintenance. Airport landing fees and overnight charges are reimbursable by the EPIC program.

The Contractor shall provide the pilots, fuel service truck driver, and any other company personnel assigned to the agreement, either permanent or temporary, with adequate commercial lodging and meals while they are working under the terms of the agreement.

Flight rates in the agreement will be adjusted to coincide with any applicable flight rate changes made to the United States Forest Service National CWN/Exclusive Use Helicopter Flight Rate Chart “For All Awarded Contracts and Agreements” (Current chart updated on February 16, 2024).

Optional-Use Period/Extended Season CA DOJ/BI/ EPIC may have need for helicopter service on an intermittent basis for missions and training to include helicopter manager training, short haul training/re-certifications and reconnaissance flights. Orders shall be placed subject to acceptance by the Contractor. If accepted, all terms and conditions of the agreement shall apply as follows:

The Contractor shall be paid at the current hourly flight rate for the actual hours flown or a minimum of one (1) hour per day, whichever is greater. During the Optional Use Period, or Extended Season, CA DOJ/BI/EPIC shall pay at the hourly rate plus the daily availability rate originally bid in Attachment 1 per day for the period of the extension.

Flight Time Calculations Flight duty limitations and agreement flight time payments shall be charged according to time as indicated by an oil pressure meter (Hobbs or equivalent) activated by main rotor collective system, which records flight time only.

Manipulating the collective for the sole purpose of generating unauthorized revenue when power is not needed to stabilize the helicopter on the ground, it shall constitute failure to perform, and NO FLIGHT TIME will be paid for the flight in which this event occurs.

Payment Procedures All invoices shall indicate the following:

• Bid item number and name:

o FAA registration number of the helicopter assigned to the Item/Region.

o Contract Number (this will appear on the Contractor’s copy of the executed contract).

o The beginning and ending dates for the period the invoice covers.

o The availability to be paid. Please show the amount of liquidated damages, if any, and how they were computed.

o The number of revenue hours flown, the flight hour rate, and the subsequent computed total to be reimbursed by CA DOJ/BI/EPIC for flight.

• Total invoice amount:

o All invoices must be submitted in a timely matter (within two weeks of the flight or service).

o Final invoices must be submitted no later than two weeks after the final day of the

EPIC season. This will help to ensure timely payments and assist EPIC in budget management.

Flight Requirements

Standby Requirements

Helicopter shall remain at the base of operations seven (7) days a week during the designated standby period, including scheduled days off, as indicated by the helicopter manager, serviced and in constant readiness for takeoff except as otherwise provided for herein.

Helicopter may be removed from the base by the Contractor for reasons only necessary to be in direct support of the agreement (i.e., maintenance) or by approval of the EPIC Operations Commander or Aviation Safety Coordinator. However, absence of the helicopter during the daily standby hours established by CA DOJ/BI/EPIC may constitute failure to perform. Flight time incurred by the pilots for such purposes shall be used in the computation of the eight (8) hour limitation of flight time.

Any failure to perform as defined herein shall result in assessing liquidated damages against the Contractor of one-fourteenth (1/14) of the daily availability bid rate for any hour or portion thereof up to a maximum of the daily availability bid rate, plus any additional costs incurred to secure a replacement helicopter if needed.

The helicopter shall be considered available at a double-time rate, for any time that it flies on a day that failure to perform liquidated damages are assessed. The helicopter shall be considered available for two (2) hours for each hour or portion thereof on a day that non- availability occurs.

Example: If the helicopter flies there (3) hours then becomes unavailable, only eight (8) hours liquidated damages shall be assessed, because the three (3) hours of flight are equivalent to six

(6) hours of availability. If it flies for seven (7) hours, then no liquidated damages shall be assessed.

If the Contractor fails to perform within the time specified and any extensions thereto, the CA DOJ/BI/EPIC may elect to terminate the agreement by giving thirty (30) days written notice and the Contractor shall be liable to the CA DOJ/BI/EPIC for additional costs of obtaining the required service from another Contractor.

Failure to perform shall be defined as:

Failure of the Contractor to have the helicopter and related equipment at the base of operations, serviced, and in readiness for flight during the daily standby hours established by the CA DOJ/BI/EPIC.

Failure of the pilots to be at the base of operations in readiness for flight during the daily standby hours established by the CA DOJ/BI/EPIC or when required to be on standby in accordance with these specifications.

Failure of the Contractor’s helicopter to become airborne within five (5) minutes from the time of dispatch, unless such failure was caused by the CA DOJ/BI/EPIC or by the pilot’s inability to obtain an air traffic control clearance.

Intentionally pulling up on the collective for the sole purpose of generating unauthorized revenue when power is not needed to stabilize the helicopter on the ground. If a pilot is caught intentionally pulling up on the collective in this manner, it shall constitute failure to perform, and NO FLIGHT TIME shall be paid for the flight in which this event occurs.

Failure of the pilot to locate and/or reach the desired destination providing such failure was not caused by an improper heading given by the CA DOJ/BI/EPIC.

The accidental or careless dropping of a sling load on a non-target area. The intentional dropping of a sling load because of a mechanical malfunction, because of an emergency, or as a precautionary measure, shall not in itself constitute an incident of failure to perform.

However, the pilot or helicopter, or both, shall be grounded after such action until an investigation and corrective measures have been taken. Such grounding shall constitute a failure to perform if the Contractor or pilots are found to be negligent.

A written record of each incident of failure to perform, with a full description of the details, shall be prepared by the DOJ/BI/EPIC at the base of operation and signed by the Contractor or his designated representative. This assessed amount shall be deducted from the daily availability payments and sent by the DOJ/BI/EPIC through channels to its Department’s Accounting Office and the DOJ/BI/EPIC Headquarters Office.

A repetition of late response time shall be considered a failure to perform and shall be considered cause for the DOJ to terminate the agreement.

Daily standby hours for the pilots shall be established by CA DOJ/BI/EPIC, during which time he/she will remain at the base of operations in constant readiness for dispatch.

The pilots may be required to standby at the base in constant readiness for dispatch at times other than the established daily standby hours when conditions warrant, but no more than fourteen (14) hours in any 24-hour period.

Daily standby hours may be modified by CA DOJ/BI/EPIC when conditions are favorable to provide time off for flight crews.

Flight Requirements

Takeoff on all authorized flights shall be made as soon as possible after dispatch, consistent with safety and traffic clearances. No flights shall be made without the approval of the CA DOJ/BIEPIC, Regional Operations Coordinator (ROC).

All flights shall be made with safety performances consistent with helicopter capabilities. Known distance flown and known speed of helicopter shall be used as a basis to determine what flight time is reasonable. NO PAYMENT WILL BE MADE FOR UNREASONABLE FLIGHT TIME.

Effective use of helicopter in EPIC environment requires special abilities and knowledge of flying under adverse conditions, the accurate manipulation of long line external loads, frequent precise low altitude flights and takeoff or landings under marginal conditions. It shall be mutually understood that the CA DOJ/BI/EPIC field officer’s requests during a flight are only to accomplish EPIC objective and the responsibility for final compliance shall rest with the pilots, insofar as safety is concerned.

Flight hours shall be limited to eight (8) hours per day, to include flight time incurred in helicopter prior to the pilots reporting for standby duty.

Pilots Requirements

Pilots Performance

Fatigue of pilots or physical conditions shall be recognized as being of utmost importance to safety. Pilots shall voluntarily accept the responsibility of determining their capability to perform.

Quality of pilots’ performance shall be determined by CA DOJ/BI/EPIC and any pilots may be grounded, either temporarily or permanently, for flying in a reckless manner, continuing to be inefficient in the performance of his/her assigned mission, or otherwise conducting himself/herself in a manner detrimental to this objective of the agreement.

Pilots Schedule

During any fourteen (14) consecutive days, pilots shall be off duty for two (2) full calendar days.

The two (2) off duty days need not be consecutive days (refer to the EPIC Aviation Manual).

Pilots shall not work for the Contractor during days off. If the Contractor allows his pilots to be away from the base for more than two (2) consecutive days, the pilots shall be allowed to work for the Contractor during the additional days. Travel to and from the base will be allowed during days off.

Pilots accumulating thirty-six (36) or more hours of flying in any six (6) consecutive days shall be off duty the following full calendar day. At no time will a pilot be allowed to exceed forty-two (42) hours in six (6) days or less without having the next full calendar day off.

A duty day is any day a flight is made, or any other duty is performed.

Duty includes flight time, ground duty of any kind, and standby or alert status at any location.

A duty day will be declared no later than 8:00 p.m. on the day prior.

Pilot Qualification Requirements

Pilots must be qualified by the FAA as a Commercial or ATP Helicopter Pilot and possess a currently valid Commercial or ATP Pilot Certificate for Rotorcraft - Helicopter. Pilots must submit written evidence of passing an FAA currency flight check under FAR Part 135.

Pilots must have passed an FAA Class II, or higher, physical examination within the six (6) months prior to May 1st of the calendar year the flying is to be performed.

Pilots must also be approved by the EPIC Aviation Command Staff (Operations Commander and/or the Aviation Safety Coordinator and “Carded” by DOI or USFS for Call When Needed (CWN) use.

Pilots under the agreement must possess the ability to read, write, and fluently converse in the English language.

Pilots shall be qualified in accordance with 14 CFR 133 for Class A and B external load operations and must meet requirements identified in the contract.

Pilots must have entry to his/her log authorizing sling operations as prescribed under FAA Part 133 for Class B external loads and have written proof showing experience conducting long line (100 foot or more) external loads solely by vertical visual reference. Pilots shall be approved for vertical reference operations.

Pilots must submit written evidence of training or demonstrate ability in the operation and use of the GPS and VHF-FM radios installed in the helicopter he/she will be operating.

All costs associated with pilot carding, inspections and check rides shall be at the Contractor’s own expense.

Pilots must meet the following requirements:

1,500 hours - total helicopter Pilot in Command 100 hours in the last 12 months 10 hours helicopter flight time in the last sixty (60) days 50 hours total flight time in make and model 10 hours in make, model and series in the last 12 months 100 hours total turbine time 2 hours night flight in the last 6 months 25 hours total time in vertical reference requiring precision placement in the past 12 months 10 hours – Human External Load

Pilots must have, within the last year, at least twenty (20) landings and takeoffs at sites comparable in location and altitude to DOJ/BI/EPIC helispots and heliports.

Pilots must have within the last ninety (90) days, five (5) takeoffs and landings at sites comparable in location and altitude to DOJ/BI/EPIC helispots and heliports.

Pilots shall be qualified to perform Short Haul (Human External Cargo) operations as set forth by CA DOJ/BI/EPIC, the USFS, and the Department of the Interior (DOI) Aviation Management Directorate (AMD) guidelines.

Pilots shall successfully complete the Short Haul Pilot Proficiency Test contained in the Interagency Helicopter Practical Test Standards. Only pilots who have verifiable vertical reference skills, and are flying in a helicopter, from which they can directly see the Short Haul personnel during the operation, will be used.

Pilots shall annually successfully complete the Short Haul Pilot Proficiency Test and participate in an agency approved short haul training session, to include annual certification/re-certification training venues for short haul personnel as scheduled by the program.

Pilots shall have been instructed on the installation and operation of the secondary release system and have successfully demonstrated proficiency in all systems and procedures.

Successfully demonstrate its use in flight if required by CA DOJ/BI/EPIC.

Pilots meeting the minimum requirements, as described above, must satisfactorily demonstrate their ability by performing the following maneuvers, as requested:

• Normal and crosswind landings and takeoffs

• Landings and takeoffs on sloping terrain

• Pattern flying and turns while hovering as prescribed

• Maximum performance takeoff

• Simulated high density altitude takeoffs

• Quick stop

• Normal and steep approaches to a landing on a designated spot

• Autorotation landings: (touchdown autorotation at inspector’s option) o From a hover o From straight ahead and 180 degrees into the wind

• Operation and procedure with servo inoperative (if applicable)

• Mountain, confined area, pinnacle, and ridge line flying, takeoffs, and landings

• Other emergency procedures as applicable

• Long line external load operations conducted solely by vertical visual reference

• GPS and VHF-FM radio operation

All pilots must meet the requirements of the U.S. Government and State pilot’s approval programs (must be approved and carded). Pilots who are on any State or Federal Governments “check before using” list, or who have performed unsatisfactorily under contract with DOJ/BI/EPIC Aviation Program during the past shall not be approved.

Pilots shall wear an aviator’s helmet with chin strap whenever the helicopter is in flight. The helmet shall include a boom microphone and headset compatible with the communications system described elsewhere in these specifications. The helmet shall be fitted to the individual and shall cover the head, ears, and back of the neck.

Pilots shall wear a long-sleeved shirt, and trousers (or long-sleeved flight suit) made of fire resistant and polyamide (NOMEX) material, leather boots and leather or polyamide gloves. The shirt, trousers, boots, and gloves shall overlap by two or more inches when the pilot is in a sitting position with hands on the collective and cyclic. Pilots shall not wear clothing made of synthetic materials, except the polyamide clothing described above.

No company limitations placed on the pilots or helicopter shall be acceptable during the check ride, unless these limitations are so stated in the helicopter flight manual.

Helicopter Specifications

1. Bell 407

Capability of hovering out of ground effect (HOGE) under the following conditions:

• 6,000 feet pressure altitude

• 20 degrees Celsius

• Standard pilot weight of 200 LBS.

• 1.5 hours fuel (including reserve)

• 750 pounds of non-jettison able payload

Helicopters shall be capable of hovering out‐of‐ground‐effect (HOGE) with a standard pilot weight of 200 lbs., with 1.5-hour fuel (including reserve) at 6,000 feet pressure altitude (PA) and 20 degrees Celsius (ºC) with a 750 lbs. non-jettisonable payload after applying the increased weight reduction (download).

Aircraft performance capabilities shall be computed by using the above information and documented on the Standard Interagency Helicopter Load Calculation form (Attachment 11, Interagency Helicopter Load Calculation). An example load calculation for each aircraft offered shall be submitted with the offer to the contract solicitation.

The helicopter shall be certified and equipped to meet USFS/DOI Type III CWN carding requirements.

Helicopter Requirements

A. General:

The helicopter shall be maintained and operated in accordance with the requirements of the FAR 14 CFR 135.1 Subparagraph (b) notwithstanding and the aviation regulations of the State of California except those requirements specifically waived by CA DOJ/BI/EPIC Aviation Management. Status as a “Public Aircraft” DOES apply to helicopters used in accordance with the specifications of the agreement.

The helicopter furnished under the terms of the agreement shall be of the light turbine type, mounted on high skid type landing gear or manufacturer’s equipment, manufactured and certified for civil use in normal or transport categories prior to use and shall meet the following minimum requirements:

(1) Helicopter shall be registered in the United States of America or be registered in a country that can have its aircraft on a U.S. 133, 135 (if applicable) and 137 Certificate.

Any helicopter offered shall be listed / authorized by make, model, series, and registration number on the Operators Certificates and Operations Specifications.

(2) The Helicopter Data Record (including airframe logs, engine logs, compliance with mandatory manufacturer’s bulletins, Military Technical Directive, FAA AD compliance, listing of installed STC’s, and helicopter status record, etc.) shall be made available to EPIC staff, USFS or DOI carding inspector(s) as requested. A status sheet containing the status of inspections, Airworthiness Directives and components having time/life limits will be available with the helicopter.

(3) The aircraft shall be in airworthy condition throughout the performance period.

(4) All equipment shall be installed and operable or be deferred per an FAA approved Minimum Equipment List (MEL) with the following limitations:

i. MEL items required by this contract may not be deferred unless approved by the EPIC program.

ii. The following equipment cannot be deferred:

A. Emergency Locator Transmitter B. VHF-AM Radio (at least one must be operational) C. VHF-FM Radio (at least one must be operational) D. Transponder (at least one must be operational) E. Static pressure, altimeter, and automatic altitude reporting system (at least one must be operational and connected to an operational transponder

(5) The helicopter shall not be approved or operated while under contract if any component time in service exceeds the manufacturer’s recommended Time Between Overhaul (TBO) or FAA-approved extension. All inspection times and intervals shall comply with the Contractor’s FAA approved maintenance program

(6) Engine Requirements: Turbine Engine

(7) A copy (hard copy or electronic copy) of the Awarded Contract and modification(s) shall remain in the helicopter during the Contract period.

B. Condition of Equipment

(1) Contractor-furnished aircraft and equipment shall be operable, free of damage, and in good repair. Helicopter systems and components shall be free of leaks except within limitations specified by the manufacturer.

(2) All windows and windshields shall be clean and free of scratches, cracks, crazing, distortion, or repairs, which hinder visibility. Repairs such as safety wire lacing and stop drilling of cracks are not acceptable permanent repairs. Prior to acceptance, all temporarily repaired windows and windshields shall have permanent repairs completed or shall be replaced.

C. Weight and Center of Gravity

(1) All helicopters shall be configured so that the weight and center of gravity will remain within the FAA approved Flight Manual published limits for all load requirements and full range of fuel conditions, including ferry with minimum crew without subtraction or addition of ballast.

i. Where the weight of the helicopter (equipped weight plus pilot crew weight) does not fall within the flight manual’s weight and balance limitations at the minimum fuel limit, or, in the absence of, at zero fuel, then the helicopter shall be ballasted.

The ballast weight shall be included on the weight and balance forms used to determine the helicopter’s equipped weight.

(2) All helicopters shall be loaded such that the weight and center of gravity will remain within the allowed limit during the flight. Actual weights and CG locations will be used for flight calculation.

(3) When the equipped weight and center of gravity of the helicopter, as noted by registration number, changes, the Contractor shall notify the EPIC program and submit a new weight and balance as required by the Contract.

(4) The helicopter furnished must be weighed annually and not more than six (6) months prior to acceptance under the agreement. A current equipment list showing installed items at time of weighing shall be attached to weight and balance data and entered in the maintenance records. WEIGHT MUST BE ACTUAL, NOT COMPUTED.

D. General Equipment

The following equipment will be required. Helicopters shall be configured with the equipment required by 14 CFR and be approved for make and model furnished. All items needed that the helicopter is not Type Certificated with shall have an additional FAA approval for installation such as a supplemental type certificate (STC), Field approval or 8110 with installation approval. Some items below specify the level of approval needed.

(1) Instrumentation required by the Type Certificate and 14 CFR for use with the make and model furnished.

(2) Free air temperature gauge.

(3) Lighting for all instruments required by 14 CFR 91.205(b) and approved helicopter lighting for night operation in accordance with 14 CFR 91.205(c).

(4) The aircraft must have one or more strobe light(s) visible from above in all directions. The lights must be white, combination red/white, or LED red. Rotating beacons are not acceptable. Flashing anti-collision lights may be used to meet this requirement provided they comply with the aircraft specific certification requirements.

(5) FAA approved high visibility, pulsating, forward facing, conspicuity lighting.

(6) First Aid Kit Aeronautical

(7) One flight hour meter (Hobbs) installed in a location observable from the cockpit (shall record actual flight time in hours and tenths of an hour only).

i. The meter shall be wired in series with a switch on the collective control, and a switch activated by engine or transmission oil pressure.

(8) Convex mirror

(9) As required by 14 CFR, fire extinguisher(s) shall be a hand-held bottle, fully charged, with a minimum 2-B:C rating, maintained in accordance with NFPA 10 and mounted with a quick release attachment accessible to the flight crew while seated.

(10) High Skid Type Landing Gear

Manufacturer’s approved high landing gear or landing gear leg extensions to permit maximum clearance under the helicopter for utilization of known helicopter accessories, and those which may be developed during the term of the agreement. A Jump Step shall be located on each side of the helicopter, constructed to provide adequate safe footing for personnel entering/exiting the aircraft.

(11) High-visibility markings on main rotor blades and aircraft.

Rotor Blade Paint Scheme Alternative 1 - The upper surface of the main rotor blades shall be covered with high visibility paint in the following pattern, beginning at the blade tip:

• The first or outer 1/6th = Gloss White

• The second 1/6th = Contrasting

• The third 1/6th = Gloss White

• The fourth 1/6th = Contrasting

• The fifth 1/6th = White

• The inner 1/6th = Hub

Alternative 2 - The upper surface of one blade white and the rest (regardless of number) black.

(12) FAA approved wire strike protection system.

(13) FAA approved locking caps shall be installed on all fuel filler ports.

(14) Engine inlet air filtration system/particle air separator.

(15) The Primary Cargo Hook shall be an FAA approved Keeperless Cargo Hook and must incorporate both an electrically actuated release, and a secondary hydraulically actuated release. The hook should be rated at the maximum lifting capacity of the aircraft.

A FAA approved load cell on primary hook shall be installed.

(16) Emergency Locator Transmitter (ELT) – Shall be automatic-fixed location that is conspicuous or marked. ELT antennas shall be mounted externally to the aircraft unless installed in a location approved by the aircraft manufacturer. TSO-C126 or newer ELTs are required. ELT mounts must use rigid attachments and meet the deflection requirements of RTCA/DO-204. Velcro and fabric strap style mounts are not acceptable.

ELT antennas must be mounted externally to the aircraft unless installed in a location approved by the aircraft manufacturer. Documentation of current registration is required from the national authority for which the aircraft is registered.

(17) Automated Flight Following System (AFF) - An AFF system is required. The AFF system must utilize satellite communications and use aircraft power via a dedicated circuit breaker. AFF must be functional in all phases of flight and all geographical areas of the state.

i. A subscription service must be maintained through the equipment provider and the reporting interval must be every two (2) minutes while aircraft power in on.

ii. A username and password must be provided to EPIC management staff for monitoring by the team Helicopter Manager and at the staff level.

iii. If the AFF system on the aircraft becomes inoperable or unreliable, at discretion of the EPIC program, the aircraft may remain in service utilizing radio voice transmissions for flight following. The AFF system must be repaired and returned to full operational capability within five (5) calendar days after the system has been reported as inoperable.

(18) Transponders

Transponder systems must meet the requirements of 14 CFR 91.215(a). Part 135 aircraft must meet the “Mode S” requirements of 14 CFR135.143(c). Transponder systems must be tested and inspected every 24 calendar months as specified by 14 CFR 91.413.

(19) Altimeter and Automatic Pressure Altitude Reporting System

Altimeter, static pressure, and automatic pressure altitude reporting systems must be installed and maintained in accordance with the IFR requirements of 14 CFR Part 91.

These systems must be tested and inspected every 24 calendar months as specified by

14 CFR 91.411.

(20) Traffic Advisory Systems (TAS)

Traffic advisory systems must be TSO approved, use active interrogation, graphically display traffic relative to the aircraft’s horizontal position, and provide alert audio to the PICs audio control system. The display must be within view of the PIC. The system must provide coverage in all directions above and below the aircraft with a maximum range of at least 10 nautical miles. The display must allow range selection of 2 miles or less, unless the 2-mile display area has a diameter of 2.75 inches or larger. Traffic displays must permit aircraft IDs to be turned off.

(21) Automatic Dependent Surveillance- Broadcast In (ADS-B In)

ADS-B In systems must receive both UAT and 1090ES and be capable of displaying TIS- B traffic.

(22) Helicopter Seating Requirements

Minimum seating for six (6), (Pilot, plus five PAX), Front Seating: Pilot and one PAX.

Rear Seating: Two forward facing and two rearward seats, with all seated adjacent to a door.

(23) Short Haul (Human External Cargo – HEC) Equipment

The helicopter shall be equipped and is required to conduct Short Haul (Human External Cargo) operations which include the use of a secondary release system.

i. Human External Cargo (HEC) Hook

A dual hook system, certified by the FAA for HEC operations, mounted externally to the airframe. The contractor shall ensure that the equipment is installed for short-haul operations and ensure any modifications and/or…