Helicopter Services for OSU Seed Certification

Agency:	Oregon State University
State:	Oregon
Type of Government:	State & Local
Category:	V - Transportation, Travel and Relocation Services
Posted:	Dec 14, 2023
Due:	Jan 16, 2024
Publication URL:	To access bid details, please log in.

Attachment Preview

REQUEST FOR PROPOSAL

No. P178644988SL

CLOSING

January 16, 2024 (2:00 PM, PT)

SUBMITTAL LOCATION

Oregon State University

Procurement, Contracts and Materials Management

644 SW 13th Avenue

Corvallis, Oregon 97333

OSU Procurement, Contracts and Materials Management is staffed Monday through Friday 8:00 am-12:00 noon and 1:00 pm-5:00 pm.

Offices are currently closed to the public.

ELECTRONIC SUBMITTAL ADDRESS

bids@oregonstate.edu

(Updated: August 25, 2021)

1.0 GENERAL

1.01 SCHEDULE OF EVENTS

 Issue Date

 Deadline for Requests for Clarification or Change

 Closing

December 14, 2023

January 2, 2024 (2:00 pm, PT)

January 16, 2024 (2:00 pm, PT)

This Schedule of Events is subject to change. Any changes will be made through the issuance of written Addenda.

1.02 PRE-PROPOSAL CONFERENCE

A Pre-Proposal Conference will not be held.

1.03 ISSUING OFFICE

The Procurement, Contracts and Materials Management (PCMM) department of Oregon State University

(“OSU”) is the issuing office and is the sole point of contact for this Request for Proposal. Address all concerns

or questions regarding this Request for Proposal to the Administrative Contact identified below.

1.04 ADMINISTRATIVE CONTACT

Name:

Scott Lommers

Title:

Purchasing Analyst

Telephone: 541-737-2010

E-Mail:

Scott.Lommers@oregonstate.edu

1.05 DEFINITIONS

As used in this Request for Proposal, the terms set forth below are defined as follows:

a. "Addenda" means an addition to, deletion from, a material change in, or general interest explanation of the

Request for Proposal.

b. “Closing” means the date and time specified in a Request for Proposal as the deadline for submitting offers.

c. “Days” means calendar days, including weekdays, weekends, and holidays, unless otherwise specified.

d. "Exhibits" means those documents which are attached to and incorporated as part of the Request for

Proposal.

e. "Proposal" means a binding offer submitted by an entity in response to a request for proposal issued by the

university.

f. "Proposer” means an entity that submits a response to a request for proposal issued by the university.

g. "Request for Proposal" (RFP) means a Solicitation Document to obtain written, competitive Proposals to be

used as a basis for making an acquisition or entering into a Contract when price will not necessarily be the

predominant award criteria.

h. "Responsible" means when an entity has demonstrated their ability to perform satisfactorily under a contract

by meeting the applicable standards of responsibility outlined in OSU Standard 03-015, Sec. 5.16.3.i

i. "Responsive" means when the solicitation response is substantially compliant in all material respects with

the criteria outlined in a Invitation to Bid.

j. “Sealed” means a solicitation response to a solicitation document that has not been opened by the university

or a solicitation response delivered by electronic means that has not been distributed beyond university

personnel responsible for receiving the electronically submitted solicitation response.

k. “Signed” means any mark, word, or symbol that is made or adopted by an entity indicating an intent to be

bound.

l. “Solicitation response” means a binding offer submitted by an entity in response to a solicitation document

issued by the university.

m. “Work” means the furnishing of all materials, equipment, labor, transportation, services, and incidentals

necessary to successfully complete any individual item or the entire contract and carrying out and

completion of all duties and obligations imposed by the contract.

2.0 INTRODUCTION AND BACKGROUND

P178644988SL – Helicopter Services for OSU Seed Certification

Page 1

2.01 INTRODUCTION

Procurement, Contracts and Materials Management is seeking Responsive Responsible Proposers to submit

Proposals for two (2) helicopters with pilots and service trucks to support aerial inspection of seed crop fields in

the state of Oregon to include the Willamette Valley, Central, and Northeastern Oregon areas.

2.02 BACKGROUND

The Oregon Seed Certification Service (OSCS) provides a service to the public for the maintenance and increase

of quality seed and propagating material. This service is provided to insure variety purity and seed quality through

review and retention of crop production records and a series of field and laboratory evaluations. Legislative action

taken in 1937 authorized and required the Dean of the College of Agriculture at OSU to initiate a program for

certification of seed in Oregon. The establishment of the OSCS, part of the Extension Service of the Department

of Crop and Soil Science has carried out this responsibility. This RFP represents an effort to secure helicopter

services to support field evaluations and facilitate the certification of various seed crops and to safely and

efficiently accomplish the OSCS mission.

Multiple flights per craft are required to complete the crop inspections. Throughout each flight, there is close

coordination and constant communication among the pilot and one or two OSCS personnel. The occupants sit

side by side (on a bench seat in the bubble) with pilot and controls in the left seat and OSCS personnel to the

right of the pilot. The pilot and OSCS personnel can see flight maps/apps and OSCS personnel has the data

recorder. An OSCS personnel indicates the field to a pilot, pilot flies craft to the field to below tree and wire

heights and maneuvers craft throughout the field 10-20 feet above the crop canopy as directed by the OSCS

personnel. When the inspection of the field is complete, the OSCS personnel indicates to the pilot the direction

of the next field. SAFETY and well-being of personnel and equipment must always be the primary importance

and concern of the pilot.

2.03 OREGON STATE UNIVERSITY

Founded in 1868, Oregon State University is a comprehensive, research-extensive, public university located in

Corvallis. Oregon State is one of only two American universities to hold the Land Grant, Sea Grant, Space Grant

and Sun Grant designations. Oregon State is also the only Oregon institution to have earned both Carnegie

Foundation classifications for Highest Research Activity and Community Engagement, a recognition of the depth

and quality of its graduate education and research programs.

Through its centers, institutes, Extension offices and Experiment Stations, Oregon State has a presence in all of

Oregon's 36 counties, including its main campus in Corvallis, the Hatfield Marine Sciences Center in Newport

and OSU-Cascades Campus in Bend. Oregon State offers undergraduate, master’s and doctoral degrees

through 11 academic colleges, the Honors College, Graduate School and online Ecampus, enrolling more than

31,000 students from every county in Oregon, every state in the country and more than 110 nations.

3.0 STATEMENT OF WORK / SAMPLE CONTRACT

3.01 SAMPLE CONTRACT

A sample contract containing a statement of work and contractual terms and conditions is included at Exhibit A.

4.0 PROPOSER QUALIFICATIONS

4.01 MINIMUM QUALIFICATIONS

In order to qualify as a Responsive Proposer, the Proposer needs to meet the minimum qualifications below.

a. Proposer must have policies supporting a drug and alcohol-free work environment, procedures for

approaching, entering, and operating aircraft in hazardous environments including potential for

wirestrikes, and emergency plans for incident, crash, and rescue response, including for wirestrikes.

b. Dun and Bradstreet DUNS number.

c. Evidence of FAA FAR certificates (i.e., Parts 135, 133, 137).

P178644988SL – Helicopter Services for OSU Seed Certification

Page 2

d. Evidence of selected inspection program for turbine powered rotocraft (14 CFR § 400(e)).

5.0 REQUIRED SUBMITTALS

5.01 QUANTITY OF PROPOSALS

Submit one (1) electronic copy via the method detailed in the section below titled SUBMISSION. Proposals

should contain original signatures, either electronic signatures or scans of hand-signed pages, on any pages

where a signature is required. Proposals should contain the submittals listed in this section below.

5.02 REQUIRED SUBMITTALS

It is the Proposer’s sole responsibility to submit information in fulfillment of the requirements of this Request for

Proposal. If submittals are not substantially compliant in all material respects with the criteria outlined in the

RFP, it may cause the Proposal to be deemed non-Responsive.

Required Submittals:

Description of how the goods or services offered specifically satisfy the statement of work

described in section 3.

• Provide a written narrative which clearly and concisely states the method by which the

Proposer satisfies the Requirements and Statement of Work – Attachment A.

• Detailed information about how the Proposer meets the minimum qualifications

described in section 4.

• Exhibit B: Certifications, fully completed

Check Off

• Exhibit C: References, fully completed

• Exhibit D: Summary of Helicopter Specifications, fully completed

• Exhibit E: Pilot-in-Command Logged Hours & Resume, fully completed

• Exhibit F: Mechanic Resume, fully completed

• Exhibit G: Service Truck Information, fully completed

• Exhibit H: Pricing Sheet, fully completed

6.0 EVALUATION

6.01 EVALUATION

The stages of review and evaluation are as follows:

a. Determination of Responsiveness:

OSU will first review all Proposals to determine Responsiveness. Proposals that do not comply with the

instructions, that are materially incomplete, that do not meet the minimum requirements, or that are

submitted by Proposers who does not meet minimum qualifications may be deemed non-Responsive.

Written notice will be sent to Proposers whose Proposal is deemed non-Responsive identifying the

reason. A Proposer has the right to appeal the decision pursuant to OSU Standard 03-015, Sec. 5.20.

P178644988SL – Helicopter Services for OSU Seed Certification

Page 3

b. First Stage Evaluation:

Those Proposals determined to be Responsive will be evaluated using the required submittals.

Proposals will be scored based on the evaluation criteria listed below. Scores will be used to determine

Proposers within a competitive range. The competitive range will be made of Proposers whose individual

scores, when viewed together, form a group of the highest ranked Proposers above a natural break in

the scores.

OSU reserves the right to ask follow-up questions of Proposers during first stage evaluations. The

questions will be for the purpose of clarification of information already contained in submittals and not be

an opportunity to submit additional documentation or change existing documentation.

OSU may award after the first stage evaluation to the highest ranked Proposer without moving on to the

second stage evaluation. If this option is selected, written notice of intent to award the Contract to the

highest ranked Proposer will be provided to all Responsive Proposers, or an award may be made directly

without notice of intent in those instances of a single Responsive Proposer.

c. Second Stage Evaluation:

If award is not made after the first stage evaluation, OSU may choose any of the following methods in

which to proceed:

i. Issue a written invitation to Proposers within the competitive range requesting an interview,

presentation, site visit or any other evaluative method that is relevant to the goods or services

solicited in the Request for Proposal. Written invitations will contain the evaluation criteria and

scoring that will be used by the evaluation committee.

ii. Engage in oral or written discussions with and receive best and final Proposals from all Proposers

in the competitive range or all Proposers submitting Responsive Proposals. Discussions may be

conducted for the following purposes:

 Informing Proposers of deficiencies in their initial Proposals;

 Notifying Proposers of parts of their Proposals for which OSU would like additional

information; or

 Otherwise allowing Proposers to develop revised Proposals that will allow OSU to obtain the

best Proposal based on the requirements set forth in this Request for Proposal.

The conditions, terms, or price of the Proposal may be altered or otherwise changed during the

course of the discussions provided the changes are within the scope of the Request for Proposal.

Best and final Proposals will be scored based on the evaluation criteria listed below.

Points awarded in the first stage evaluation will not be carried to the second stage evaluation. If a second

stage evaluation of all Proposers does not produce an award that is in OSU’s best interest, OSU may

return to the first stage evaluation to advance additional Proposers to a second stage evaluation.

d. Additional Stages of Evaluation:

If after completion of the second stage of evaluation, an award is not made, OSU may add another stage

of evaluation using any of the methods outlined in the second stage evaluation above.

6.02 EVALUATION CRITERIA

Points will be given in each criteria and a total score will be determined. The maximum points available for each

criterion are identified below.

Evaluation Criteria

Operator’s project management

P178644988SL – Helicopter Services for OSU Seed Certification

Points

Page 4

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Helicopter Services for OSU Seed Certification

Attachment Preview

See also