RFP - SWWD, NWWD, and Mid Coast Aerial Elk Surveys

The Oregon Department of Fish and Wildlife (ODFW) has issued a Request for Proposals (RFP #S-63500-00011922) for helicopter services to conduct aerial elk surveys in the Cascade Mountains and Coast Range of Northwest Oregon. The procurement seeks a contractor to provide a helicopter, experienced pilot, fuel truck with licensed driver, and support services to fly ODFW employees for wildlife population surveys. The primary objectives include surveying elk herds across the Southwest Wildlife Division (SWWD), North Coast Wildlife Division (NCWD), and Mid Coast regions during a 20-30 day period from January 15 to March 15, 2025. Proposers will be evaluated using a 135-point scoring system that includes 30 points each for price proposal, general qualifications, understanding of services, and pilot qualifications, with an additional 15 points for references. Key requirements include the ability to respond within 48 hours' notice, meet strict safety standards, and provide a helicopter capable of supporting up to three ODFW biologist observers. The proposal is due by December 3, 2024, at 2:00 PM PDT, with an anticipated contract term of five years through December 2029.

The RFP includes a Certified Disadvantaged Business Outreach Plan that requires proposers to take reasonable steps to ensure participation of certified minority-owned, woman-owned, service-disabled veteran-owned, and emerging small businesses in potential subcontracting opportunities. Proposers must indicate if they are certified firms and describe steps to solicit certified firms if awarded the contract. Preliminary bid results show three submissions, with APEX Heli's Bell 206B3 aircraft submission scoring the highest at 514 points, and a Notice of Intent to Award has been issued to ApexHeli Oregon, Inc. of Florence, Oregon. While specific contract values are not explicitly stated, the Price Proposal Form includes provisions for hourly rates for helicopter and pilot services, fuel truck and driver, mileage, and per diem costs. The solicitation allows ODFW to adjust deliverables to meet budgetary constraints, with the understanding that all travel must adhere to Department of Administrative Services Travel Policies. Proposers are required to provide detailed information about their organization, pilot qualifications, and past performance, with the agency reserving the right to thoroughly evaluate the responsibility and capability of potential contractors.