UAS RANGE

I. BACKGROUND

The City of Pendleton is pleased to offer an exciting opportunity for a well-qualified individual or firm to submit qualifications to provide range operations services for the Pendleton UAS Range (PUR) at Eastern Oregon Regional Airport. 

Overview

In 2013, Congress mandated that the FAA select six test sites in the United States to help facilitate the safe integration of the National Airspace System (NAS).  The Pendleton UAS Range (PUR), as part of the Pan Pacific UAS Test Range Complex (PPUTRC), is one of only four FAA-approved UAS test ranges on the contiguous West Coast.  The Pendleton UAS Range is the most active range with over 3,000 UAS operations expected in the current calendar year.  The Pendleton UAS Range has been rapidly growing in activity for several years.   In FY21, UAS operations will most likely exceed any other segment of aviation (commercial, GA, military, etc.).  The number of operations and coordination with the different companies has exceeded the ability of our two UAS range employees to manage it safely.          

The City of Pendleton is seeking a qualified contractor to assist the Pendleton UAS Range Manager in overseeing Test Range scheduling, allocating resources, managing daily operations, training staff and performing operational administrative duties.   Contractor will work with individual customers from initial contact through project completion.   They will utilize their technical expertise, industry contacts and available resources to successfully plan and coordinate operations at the Pendleton UAS Range with a focus on maintaining a safe operating environment for all airport users.  Additionally, contractor will be expected provide excellent customer service and maintain a high level of customer satisfaction.   The individual or firm will report directly to the UAS Range Manager and will also be expected to work closely with Airport Manager, University of Alaska-Fairbanks, range contractors, Tillamook Test Range, Warm Springs Range, Oregon State University, Confederated Tribes of the Umatilla Indian Reservation (CTUIR), Business Oregon, Blue Mountain Community College, Pendleton School District, Chamber of Commerce, Round-Up City Development Corporation (RCDC), and other area and industry stakeholder groups.

 

II. RFQ SPECIFICATIONS

PROPOSED TIMELINES

October 8, 2020: Advertisement and release of request for qualifications.

October 21, 2020, 5:00 PM: Deadline for submission of qualifications.

October 28, 2020: Final decision notice.

November 1, 2020: Award of contract.

 

SUBMISSION DEADLINE

No later than 5:00 pm on October 21, 2020, the applicant must submit three (3) copies of their qualifications, and one (1) electronic copy to the following address: City of Pendleton, Attn: Steve Chrisman, 500 SW Dorion Ave., Pendleton, OR 97801.  Applicants will receive notices stating the final decision after Friday, November 6, 2020.

REQUIREMENTS FOR SUBMISSION OF QUALIFICATIONS

Qualifications must include the following information:

  1. Name, address, telephone number, and e-mail address of the individual or firm and a description of how the entity is organized under Oregon law (sole proprietor, corporation, partnership, etc.) and the names of the principal officers.
  2. Names and current resumes of the individual or staff who may be assigned to work on this project.
  3. A description of any manned and unmanned aviation experience that the individual or organization possesses.  Description of any UAS projects worked on within the past five years with a brief description of the work performed and the outcomes (if not under NDA).
  4. Three professional references, with names and phone numbers, at least two of which should be former clients or employers.
  5. State that the awardee is able to procure Professional Liability Insurance.
  6. Descriptions of what qualifications the contractor possesses to accomplish the following scope of work:

 

    1. Plan, coordinate, and supervise activities pertaining to organization, training and communication activities.
    2. Ensure operational effectiveness by providing leadership for the organization's functions.
    3. Oversee:
      1. Test Range operations, to include, scheduling, frequency management, real-time allocation of range airspace;
      2. Security;
      3. Test Range and FAA standards;
    4. Customer Service Representative
    5. Safety / Visual Observer
    6. Test Data Entry / Process Compliance
    7. Regular Reporting to UAS Range Manager; and UAF and FAA when necessary. 

 

 

SELECTION PROCESS

Proposals will be evaluated and chosen according to their overall responsiveness to the above criteria.  The selected proposal will be at the discretion of the Airport Manager and UAS Range Manager who will negotiate and execute a contract.  

 

RIGHT TO AWARD OR REJECT

This RFQ does not commit the City of Pendleton to award a contract. City reserves the right to reject any or all submissions. All submissions will become a part of the City governments’ public record.

 

COVER LETTER

A cover letter must be submitted with the submission. The cover letter should be limited to one page and must include the contractor’s name, company address, and the name, telephone number, e-mail address of the person(s) authorized to represent the firm on all matters relating to the RFQ and any contract awarded pursuant to this RFQ. A person authorized to bind the submitter to all commitments required in the performance of duties must sign the letter.

 

All submissions shall be reviewed to determine that the minimum eligibility requirements have been met.  Ineligible submitters will be informed in writing. Submissions shall be evaluated on the categories listed, and may include consideration of any or all of the listed factors at the City’s discretion.

 

PROJECTED ALLOCATION OF TIME

Individuals or firms will be provided an office at Eastern Oregon Regional Airport from which to provide range operations services.  Projected allocation of time:

a. Range Operations Coordination/Planning/Management-70%.

b. Reporting-20%.

c. Range Marketing & Outreach-10%.

 

TOTAL PROJECT BUDGET

Year 1- Fees and Services      $ 70,000

                Total                          $70,000

 

INQUIRIES

Questions concerning this Request for Qualifications should be addressed to Darryl Abling, US Range Manager, at Darryl.ablingatci.pendleton.or.us at 541-966-0281.

 

III. GENERAL RFQ AND CITY CONTRACT INFORMATION

The following terms and conditions will apply to the agreement entered into between the successful submitter and the City of Pendleton:

 

A. Term

The term of this contract shall be 8 months. The contractor shall state if they are willing to grant the City the option to extend any contract awarded hereunder for an additional period of one year, under the same price (per month), terms, and conditions. Contract extension will be contingent upon the availability of funds; contractor’s continuing compliance with applicable federal, state, and local government legislation; and an evaluation of the contractor’s performance.

 

B. Budget

Upon selection by the Airport Manager and UAS Range Manager, the parties will enter into contract negotiations.  Total expenditures under the initial contract cannot exceed the budgeted amount.  No guarantee can be given that this total will be reached. If additional funds become available to the City for services supplemental to the original project budget, then the City and the contractor may mutually agree to include additional services within the scope of the agreement.

 

C. Laws and Policies

In the performance of this agreement, the selected entity must abide by and conform to any and all applicable laws of the United States, State of Oregon, and the City of Pendleton, including all requirements for an independent contractor.

 

D. Costs Incurred by Proposers

All costs of submission preparation shall be the responsibility of the contractor.  The City shall not, in any event, be liable for any pre-contractual expenses incurred by preparers in the preparation and/or submission of their qualifications.  Submissions shall not include any such expenses as part of a proposed budget.

 

E. General City Reservations

The City reserves the right to extend the submission deadline should this be in the best interest of the City.  Submitters have the right to revise their submissions in the event that the deadline is extended.

 

The City reserves the right to withdraw this RFQ at any time without prior notice.  The City makes no representation that any contract will be awarded to any submitter responding to the RFQ. 

 

The City reserves the right to reject any or all submissions.  If an inadequate number of submissions are received or the submissions received are deemed non-responsive, not qualified, or not cost-effective, the City may, at its sole discretion, reissue the RFQ, or execute a contract with a vendor of their choice.

 

The City reserves the right to reject any and all submissions and the right to waive any informality when to do so would be advantageous to the City.

 

F. Contract Award Process

The Airport Manager and UAS Range Manager will be free to accept or reject all submissions.  The submitter selected to perform the services outlined in this RFQ will enter into an agreement, approved as to form by the City Attorney, directly with the City of Pendleton.  The City reserves the right to verify the information received in the submission. If the proposer knowingly and willfully submits false information or data, the City reserves the right to reject that submission.  If it is determined that an agreement was awarded as a result of false statements, or other data submitted in response to this RFQ, the City reserves the right to terminate the agreement.

 

The City of Pendleton does not discriminate on the basis of disability and, upon request, will provide reasonable accommodations to ensure equal access to its programs, services, and activities.  Please contact the City at least 72 hours in advance to request an accommodation.

 

G. Termination

Any contract awarded pursuant to this RFQ may be terminated by the City without cause upon 30 days prior written notification by the City to the contractor.

 

SUBMIT PROPOSAL TO:

Steve Chrisman, Airport Manager

City of Pendleton

500 SW Dorion Ave.

Pendleton, Oregon 97801

Due Date: October 21, 2020

Release Date