Spring_2025_Aerial_Data_Quick_Call_RFP.docx

State of Minnesota Department of Natural Resources

QUICK CALL FOR PROPOSALS

Spring 2025 Stream Restoration and Dam Removal Ortho-Rectified and Aerial Imagery Date Posted: April 10, 2025

· Responses must be received not later than 2:00 PM, Central Time, April 17, 2025.

· Late responses will not be considered.

Minnesota’s Commitment to Diversity and Inclusion The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities. Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to the Office of Equity in Procurement home page, at https://mn.gov/admin/business/vendor-info/oep/.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

TABLE OF CONTENTS

Solicitation Content

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Sign and submit your response

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Felicia Barnes, Accounting Officer Principal, MN Department of Natural Resources felicia.barnes@state.mn.us Questions should be emailed to the contact by 3 business days (by 4:30pm, Central Time) prior to the Event end date.

Other personnel are not authorized to answer questions regarding this Quick Call.

STEP 2 – WRITE YOUR RESPONSE

The Quick Call starts in Section 3. Insert your response to the questions asked or provide content as requested.

By signing this response, your firm is making a legal, binding offer for a contract to provide services to the State of Minnesota.

STEP 3 –SIGN & SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

Your response should include:

· Technical Proposal – fill out Section 3

· Cost Proposal – fill out Section 4

· Responder Certifications – fill out Section 5 and sign.

SECTION 2 – QUICK CALL PROJECT INFORMATION

Description of Project The Minnesota Department of Natural Resources (MNDNR) requests proposals to take aerial imagery of four stream restoration projects via drone as outlined in the attached Aerial Imagery Flight Locations pdf file. These sites include Pelican Rapids stream channel and rock arch rapids, Buffalo River channel restoration, Miller Creek channel restoration and Mission Creek Channel Restoration. Aerial imagery will be collected in Spring of 2025 (one season).

It is anticipated that the aerial imagery and data will require up to 4 hours to collect data at each site, 2-3 hours of in office processing time and additional time for travel based on the statewide distribution of the sites. A two-person crew will be needed to survey in targets. Estimated aerial shots are as follows:

· Spring – 4 stream restoration sites all with ortho-rectified imagery, still photos and video.

· Still image resolution of at least 20 megapixels. Format of stills in both raw and jpg.

· Video resolution of 4K: 3840×2160@30fps or better. Format in original source media and .mp4

· Exact locations of data sampling areas are provided in the attached Aerial Imagery Flight Locations pdf file.

· Submissions should include travel, set up, survey of targets, imagery acquisition, video, imagery processing, and project QA/QC.

Sample Tasks

· Schedule drone flights prior to leaf out in Spring 2025.

· Flexibility to schedule/reschedule according to weather conditions.

· Work with the Restoration Coordinator to deliver data and imagery. For ortho-rectified data, file formats will be needed for ArcPro and Google Earth.

Responders are encouraged to propose additional tasks or activities if they will improve the results of the project. These items should be separated from the required items on the Cost Proposal.

Minimum Qualifications Required

· The operator/pilot must hold a FAA Remote Pilot certificate. The drone utilized for the project must be registered with the FAA and with MNDOT. Operation must comply with flight restrictions specified under the small aircraft rule, or waivers issued directly to operator (https://www.ecfr.gov/cgi-bin/text-idx?mc=true&node=pt14.2.107&rgn=div5).

· The Contractor must operate in compliance with an MN DOT Commercial Operators License. Information about the MNDOT requirement is located here: Aviation: Minnesota Department of Transportation (state.mn.us)

· Certificate of insurance is required. Aircraft liability insurance ($2 million)

Desired Skills

· Desired experience taking ortho-rectified imagery and aerial imagery of river features (i.e., constructed riffles, pools, other important features of note regarding river restorations).

· Submit a sample of ortho-rectified imagery as part of the proposal.

Response Evaluation Responses will be evaluated in accordance with the following:

The State reserves the right, based on the scores of the proposals, to create a short-listing of responders who have received the highest scores to interview or conduct demonstrations/presentations. The State reserves the right to seek best and final offers from one or more responders.

SECTION 3 – VENDOR RESPONSE

INSTRUCTIONS: Fill in the information requested below and submit this section as your Technical Proposal.

1. Vendor Contact Information Company’s Full Legal Name:

Business Address:

Contact Person’s Name:

Telephone Number:

Email Address:

Qualifications Describe the company background. Detail the experience and qualifications of all personnel proposed to work on the project. Detail how you meet the Minimum Qualifications Required and Desired Qualifications and Skills listed above.

Approach to Project Describe your overall approach to the work. How will you accomplish the sample tasks and goals of the project? Who will do the work? What are the timelines and final deliverables?

Alterations or Additions to the State’s Contract Terms & Conditions Check the appropriate box below.

I have read and am aware of the State’s contract terms and conditions in the sample contract attached to this Quick Call.

SECTION 4 – COST PROPOSAL

INSTRUCTIONS: Fill in the information requested below and submit this section as your Cost Proposal.

Responder must submit a cost proposal. The rates must include all costs, including but not limited to: travel, set up, survey of targets, imagery acquisition, video, imagery processing, and project QA/QC.

Travel to site and set up

Survey in the targets

Imagery Acquistion

Video

Office i.e imagery prcessing

Equipment

Total Project Cost

SECTION 5 – RESPONDER CERTIFICATIONS

INSTRUCTIONS: Responder must check each box to certify to the conditions required under this Quick Call. Please note that some certifications may require the submission of additional information. Sign below to finalize response. Submit this section with your Technical and Cost Proposals.

1. Required

1. If Applicable

By signing here, I warrant that the information provided in this proposal is true, correct, and reliable for purposes of evaluation for potential contract award. The submission of inaccurate or misleading information may be grounds for disqualification from contract award and may subject me/my company to suspension or debarment proceedings, as well as other remedies available to the State, by law.

Signature Title Date Rev. 07.01.2024

Rev. 07.01.2024 Page 17 of 18 image1.jpeg