IFB - Multiple Provider Operated Helicopter Rental Services in Mono County

The California Department of Transportation (Caltrans) is issuing Invitation for Bid (IFB) #09A1142 seeking multiple providers to furnish fully operated helicopter rental services in Mono County, with agreements expected to be awarded to up to three lowest responsible bidders. The procurement encompasses transportation of GAZEX tank farms and equipment to avalanche control facilities located above State Route 158 in the June Lake area and US 395 on Lee Vining Hill, with anticipated work consisting of two to four flights annually, each lasting approximately three to six hours plus ferry time not exceeding one hour in each direction. Bidders must submit hourly rates for two line items: 50 hours of fully operated helicopter rental services and 18 hours of ferry time, with all associated costs including labor, fuel, maintenance, insurance, and incidentals incorporated into the pricing. The helicopter must demonstrate capability to lift and safely transport equipment weighing up to 600 pounds at elevations of 10,000 feet, with services provided during working hours of 7:00 a.m. to 3:30 p.m., Monday through Friday, excluding holidays. Minimum qualifications require bidders to possess a valid and current Commercial Rotorcraft license issued by the FAA, a Commercial or Airline Transport Pilot Certificate with appropriate Rotorcraft-Helicopter rating, a current Class I or Class II FAA Medical Certificate, a minimum of 100 hours experience flying in mountainous terrain, and 16 hours of experience in the furnished helicopter make and model. Required insurance includes Commercial General Liability with limits of $1,000,000 per occurrence and $2,000,000 aggregate, Workers' Compensation with statutory coverage, and Aircraft Liability with limits of $5,000,000 per occurrence and $5,000,000 per seat. Written questions must be submitted by May 20, 2026, at 2:00 p.m., with bids due May 28, 2026, at 2:00 p.m., and bid opening scheduled for May 28, 2026, at 2:30 p.m. via teleconference, with the proposed award date of June 5, 2026.

This procurement includes designated preferences and incentives for qualified business enterprises, specifically a five percent (5%) Small Business (SB) or Micro Business (MB) preference applicable to certified bidders with a preference cap not exceeding $50,000, and a five percent (5%) Disabled Veteran Business Enterprise (DVBE) incentive for bidders demonstrating 100% verified DVBE participation, subject to a combined incentive and preference dollar cap of $50,000. No subcontracting is permitted under this agreement. Caltrans reserves the right to cancel scheduled flights with at least 48 hours notice; cancellations occurring within 48 hours will result in payment of two hours of ferry time only. The contract term commences June 30, 2026, or upon Department of General Services approval, whichever is later, and expires June 29, 2029, providing a three-year service agreement. No specific budget range or award value has been published in the solicitation materials; costs will be determined based on the competitively bid hourly rates submitted by qualified bidders for both helicopter operation and ferry time services.