Helicopter Aerial Survey Services

University Lands (UL), which manages 2.1 million acres of land across nineteen West Texas counties for the Permanent University Fund, is seeking a helicopter service provider through Request for Proposal (RFP) 720-2515 for aerial survey services. The contract requires a helicopter capable of carrying a minimum of two passengers to conduct wildlife counts, livestock audits, and oil field surveillance across varied terrain ranging from flat to mountainous, with elevations up to 5,500 feet. The scope includes up to 225 total flight hours per year, with services to be performed at various times throughout the year. The RFP evaluation criteria will assess proposals based on six weighted categories: Cost (25%), Proposer Experience (20%), Flight Test (20%), Quality/Services/Capabilities (15%), Meeting University Needs (10%), and Approach to Work - Safety (10%). Key dates include a pre-proposal conference on August 6, 2025, a question submission deadline of August 11, 2025 at 10:00 a.m. CST, and a proposal submission deadline of August 29, 2025 at 2:30 p.m. CST through the UT System Bonfire Portal.

The procurement includes a Historically Underutilized Business (HUB) Subcontracting Plan with a participation goal of 26% of the expected proposal value. All proposers must complete and submit an HSP, regardless of their HUB certification status, and the contract requires good faith efforts to subcontract with HUB-certified businesses. The initial contract term will be three years with an option to renew for an additional two-year period. While no specific incumbent vendors were definitively identified, two potential prime contractors attended the pre-proposal conference: Western Biological and The Heliteam. The contract will include specific requirements for aircraft capabilities, pilot qualifications, and operational needs, with a pricing structure that includes rates for aircraft duty time, pilot standby rates, per diem, and additional service charges. Rate increases are limited to 5% per year, and the total cumulative payment will be capped at a predetermined amount. The contract will be funded through the Permanent University Fund, which supports over twenty educational and health institutions.