North Willamette Watershed District Aerial Elk Surveys

North Willamette Watershed District is soliciting proposals under RFP S-63500-00018305 for a helicopter, experienced pilot, and support services, including a fuel truck and licensed driver, to fly Oregon Department of Fish and Wildlife (ODFW) employees on elk herd surveys in the East slope of the Coast Range Mountains and West slope of the Cascade Mountains of Northwest Oregon, with proposals due December 9, 2026. The RFP indicates no set-asides for disadvantaged businesses or other protected classes, but proposers must submit a Certified Disadvantaged Business Outreach Plan (Attachment F).

The contractor transports up to three ODFW observers per flight to count and photograph elk and determine herd composition by sex and age class. Flights run two to three hours at dawn, weather permitting, totaling approximately 40.5 flight hours annually. Surveys occur each year between January 15 and March 15, with flights completed before March 1 where possible to avoid impacts to nesting birds. The contractor must begin flights within 48 hours of ODFW notice after January 15. Proposers must identify all pilots, designate primary and secondary pilots, and list up to three back-up pilots. ODFW must approve key persons, including the helicopter pilot, who are subject to replacement for safety concerns or unsatisfactory performance, and liquidated damages of $500 per day apply if replacement is not completed within 48 hours of Agency notice. Required insurance includes commercial general liability of not less than $2 million per occurrence and $4 million annual aggregate, and aircraft liability with combined single limits of not less than $2 million per occurrence and aggregate.

Compensation is hourly for helicopter and pilot services and for fuel truck and driver support, with mileage reimbursement for the driver and daily per diem for up to two people for up to 40 days annually. Payment is due within 45 days of invoice approval. The contract term is six years, through April 30, 2032, with an initial period running January 15 through March 15, 2027.

Evaluation totals 165 points: Price Proposal (30), References (15), Understanding of Requested Services (30), General Qualifications (40), Secondary Helicopter and Pilot Availability (10), and Pilot Qualifications (40). Proposers must submit three Reference Check Forms, including at least two non-ODFW professional references. Submissions also require a notarized Disclosure Exemption Affidavit and a Responsibility Inquiry (Attachment G) covering five years of contract performance history. Proposals remain firm for 180 days after the closing date.