26RFP19842 Questions and Answers Doc.pdf

STATE OF SOUTH DAKOTA

BUREAU OF HUMAN RESOURCES

AND ADMINISTRATION

Date: 07/09/2026

Subject: Vendor Questions & State’s Response, 26RFP19842 – SDHP Aircraft, Mission Equipment and Integration

In accordance with the subject Request for Proposal (RFP), the following are responses to vendor questions submitted by the question deadline of 07/06/2026 at 5:00 PM CDT.

These responses are provided for informational and clarification purposes only and do not alter the requirements of the RFP. Any change to the RFP requirements will be issued by the Office of Procurement Management through a formal addendum.

*The State's response appears in red font following each vendor question.

1. Finance/Payments:

a. How will the scope and required interaction between Vendors be delineated, should (6.3) occur …The State may issue one or more contracts or purchase orders, award separate portions of the procurement, or combine portions of different proposals if determined to provide the best value and be in the State’s best interest.

Response: Section 6.3 was included to preserve flexibility and allow vendors to propose the solution option or options that best match their qualifications, capabilities, aircraft availability, equipment availability, and integration approach.

Vendors may propose a complete turnkey solution, aircraft only, mission equipment installation/integration only, or another combination of those options.

Vendors should submit a proposal for the option or options they are qualified and able to provide. If the State determines that issuing multiple contracts or purchase orders is in the State’s best interest, the resulting contract documents or purchase orders will clearly define each vendor’s scope of work, deliverables, schedule, payment terms, and any required coordination with the State or other Vendors.

Each Vendor will be responsible only for the work awarded under its contract/purchase order.

b. Is any deposit or advance payment permitted? If so, how much?

Response: Vendors may propose a deposit, advance payment, progress payment, or milestone payment structure if needed for the option or options being proposed. Because vendors may propose aircraft only, mission equipment installation/integration only, a full turnkey solution, or another combination of those options, the State expects vendors to propose payment terms that are customary and appropriate in the aviation industry.

Any proposed payment structure must be clearly identified in the proposal, including the amount, timing, purpose, and any conditions tied to each payment.

Final payment terms will be negotiated during the award phase and incorporated into the resulting contract or purchase order.

c. What payment milestones will be used: aircraft deposit, aircraft delivery, installation completion, and final acceptance, or another structure?

Response: Vendors should propose payment milestones that are customary in the aviation industry and appropriate for the option or options being proposed.

Payment milestones may include aircraft deposit, aircraft delivery, completion of mission equipment installation, completion of testing, completion of training, delivery of required documentation, final acceptance, or other clearly defined deliverables or acceptance events.

Proposed payment milestones should be tied to identifiable deliverables, completion events, or acceptance requirements. Final payment milestones will be negotiated during the award phase and incorporated into the resulting contract or purchase order.

d. Will the State use third-party financing, escrow, liens, or other funding arrangements?

Response: No. The State does not anticipate using third-party financing, escrow, liens, or other special funding arrangements.

e. Are bonds, guarantees, or other financial security required?

Response: No. The State does not anticipate requiring performance bonds, payment bonds, or other financial security as a standard requirement for this RFP. Any financial security determined to be necessary based on the proposed payment structure, delivery schedule, deposit requirements, or overall risk of the proposed solution will be negotiated during the award phase and incorporated into the resulting contract or purchase order.

f. What is the required invoice format and supporting documentation?

Response: Invoices must identify the contract or purchase order number, vendor name, invoice date, invoice amount, and, if applicable, the milestone or deliverable being invoiced. Supporting documentation must be sufficient for the State to verify the amount due and may include delivery, acceptance, installation, FAA approval, training, warranty, or other applicable records.

g. How many days after invoice approval will payment be issued?

Response: Payment timing will be governed by SDCL ch. 5-26, the Prompt Payment Act, and the payment terms included in the resulting contract/purchase order. The State generally expects payment to be issued within approximately 3 weeks after receipt and approval of a proper invoice.

h. What happens financially if the contract is delayed by the State?

Response: Funding for this procurement has been approved and is currently available. The State does not anticipate delays related to funding.

Vendors should identify any pricing assumptions, schedule assumptions, aircraft availability limitations, escalation provisions, or other conditions that could affect cost if award, contract execution, delivery, installation, or acceptance is delayed. Any financial impact related to delay will be addressed through the resulting contract or purchase order.

i. What is the State’s required insurance coverage types and amounts?

Response: At a minimum, the Vendor shall maintain Workers’ Compensation Insurance as required by law and Commercial General Liability Insurance with limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate.

Certificates of Insurance will be required before work begins under the resulting contract or purchase order. Vendors should identify any insurance assumptions, limitations, or exceptions in their proposal.

*See the response to question 7.b. in this document for specific additional aviation related insurance requirements.

2. FAA: Will the aircraft be operating under Public Use?

Response: No. SDHP operates its aircraft under 14 CFR Part 91.

3. Mission Equipment:

a. Can the SDHP describe the training that is expected for the mission equipment?

Response: SDHP expects professional training on the installed mission equipment, including thermal imaging, video systems, mission management systems, and any unique equipment or functionality included in the final configuration. Vendors should describe the proposed training, including format, location, duration, number of trainees, and any included training materials.

b. Section 3.7 points out Public safety radio integration as required equipment but is not listed in the 3.7.1 bulletized list. Can the SDHP provide an OEM and model number for the preferred radio?

Response: SDHP will provide the Motorola AXP6500 with control heads.

c. What is the intended functionality of the Radio Adapter Unit in Section 3.7.1?

Response: To provide a location for the public safety radio heads at TFO station.

d. Does the SDHP have a Trakka or L3 Harris EO/IR hand controller preference?

Response: Trakka hand control unit.

e. Does the SDHP have any State furnished equipment to reuse or provide?

Response: Motorola AXP6500 with radio heads.

4. Base Aircraft:

j. Does the SDHP want the Avionics Package One in the base aircraft as required equipment?

• This includes – GTS 800 TAS, GWX 8000 StormOptix Weather Radar, GRA 55 Radar altimeter, GDL-69A-XM Data Link w/ Audio Infotainment

Response: Yes.

k. Does the SDHP require the Garmin Search & Rescue Enhanced enable card?

Response: No.

l. Does the SDHP require the Transponder mode A/C unlock enabled?

Response: Yes, to disable ADS-B for specific law enforcement missions.

m. Can the SDHP share the preferred paint scheme or is there a custom request?

Response: SDHP has not specified a preferred paint scheme. The State recognizes that paint scheme and exterior condition may depend on aircraft market availability. The aircraft paint or exterior appearance should be appropriate for a public safety aircraft.

If a proposed aircraft has a paint scheme or exterior appearance that may not be acceptable for public safety use, Vendors should identify that in their proposal and provide optional pricing for repainting, wrapping, or other exterior modifications. Final decisions regarding paint, wrap, or exterior appearance will be addressed during the award phase. Vendors are encouraged to propose options that provide flexibility and allow the State to select the solution that provides the best value and is in the State’s best interest.

n. Does the SDHP consider the External Cargo Compartment required equipment?

Response: Yes

o. Does the SDHP require TKS ice protection?

Response: Yes

p. Can the SDHP describe the training that is expected for the basic aircraft?

Response: SDHP anticipates aircraft training may include simulator training, mentor-pilot training, or other transition training appropriate for the proposed aircraft. Vendors should describe the training included in their proposal, including format, location, duration, number of trainees, and any related costs.

5. “FOB Destination” for final delivery:

a. Where is final acceptance expected to occur?

Response: Final acceptance is expected to occur at the awarded Vendor’s location after the aircraft and any awarded mission equipment installation/integration work are complete, unless otherwise agreed upon during contract negotiations. After final acceptance and transfer of possession, SDHP expects to use its pilots to fly the aircraft to Pierre, South Dakota.

If the State awards the aircraft purchase separately from the mission equipment installation/integration, SDHP expects to take possession of the aircraft after the pre-purchase inspection and then fly the aircraft to the integration location, if needed. Final acceptance, transfer of possession, delivery responsibilities, insurance, and risk of loss will be agreed upon during the award phase and documented in the resulting contract or purchase order.

b. If acceptance is at integrator location, will a State aircrew be moving the aircraft to FOB Destination, or is the integrator delivering?

Response: If final acceptance occurs at the integrator’s location, SDHP expects to use its pilots to fly the aircraft to Pierre, South Dakota, after final acceptance and transfer of possession, unless otherwise agreed upon during contract negotiations.

If one Vendor provides both the aircraft and integration as a turnkey solution, SDHP expects to take possession of the completed aircraft at the Vendor’s location and fly the aircraft to Pierre. Vendors should clearly identify any proposed delivery assumptions, ferry requirements, insurance assumptions, or alternate delivery terms in their proposal. Final delivery terms will be agreed upon during the award phase and documented in the resulting contract or purchase order.

6. Section 1.3 Schedule of Activities:

a. Anticipated - Award Decision/Contract Negotiation. Is there a target timeframe or date for this item?

Response: The timing of the award decision will depend on the number, type, and complexity of proposals received. The State anticipates completing its review and beginning award discussions as soon as practicable after the proposal submission deadline, with a target award decision by August 14, 2026.

b. Modification start/end dates and timeline. Is there a target or delivery date requirement that can be communicated for this?

Response: The State has not established a required modification start date, modification completion date, or final delivery date. The schedule will depend on the proposal option submitted, aircraft availability, equipment lead times, installation requirements, FAA approvals, testing, training, and final acceptance. SDHP anticipates taking ownership of the aircraft by January 1, 2027. Contractors should provide their proposed schedule and identify any assumptions, lead times, or risks that may affect delivery..

7. Section 2.6: The Contractor shall maintain insurance coverage required by law and any additional coverage required by the State for the delivery, installation, modification, testing, maintenance, and care, custody, or control of aircraft, equipment, or other property related to this procurement. At a minimum, the Contractor shall maintain workers’ compensation insurance as required by law and commercial general liability and business automobile liability insurance in amounts acceptable to the State.

a. Please define the amounts acceptable to the State?

Response: Please see the response to Question 1.i of this document.

If applicable, the Contractor shall also maintain aviation liability, hangarkeepers liability, and professional liability or errors and omissions insurance for engineering, design, certification, or other professional services.

b. Please elaborate on the desired insurance if able?

Response: The specific additional insurance coverage and limits applicable to the awarded scope of work will be agreed upon and finalized during contract negotiations and incorporated into the resulting contract or purchase order.

Because Vendors may propose aircraft only, mission equipment installation/integration only, a full turnkey solution, or another combination of those options, the required insurance may vary by award.

For Vendors performing aircraft modification, mission equipment installation, integration, testing, maintenance, or related work on the aircraft, the State anticipates requiring insurance appropriate for those activities. This may include Hangarkeepers Liability Insurance for aircraft in the Vendor’s care, custody, or control, Aviation Products and Completed Operations Liability Insurance for losses arising from installed equipment or completed work after delivery, and Aviation Liability Insurance if applicable to the Vendor’s operations or scope of work.

Vendors should identify any insurance assumptions, limitations, or exceptions in their proposal.

8. Section 2.15: All final reports, drawings, specifications, technical data, manuals, operating instructions, maintenance instructions, FAA approvals, STC documents, permission letters, wiring diagrams, weight and balance documents, test reports, training materials, warranty documents, and other final deliverables provided to the State under the contract shall become the property of the State.

a. How is the Contractor’s intellectual property protected?

Response: The State does not intend to acquire ownership of the Contractor's or manufacturer's preexisting intellectual property. As stated in the second paragraph of Section 2.15, the Contractor may retain copies of all deliverables for its records, and ownership of the Contractor's or manufacturer's preexisting intellectual property, proprietary software, source code, and standard commercial materials remains with the Contractor or manufacturer unless expressly transferred by written agreement.

Section 2.15 is intended to ensure the State receives ownership of the final deliverables specifically prepared or provided under the contract, such as aircraft records, FAA approvals, STC documents, manuals, wiring diagrams, training materials, warranty documentation, and other technical records necessary to operate, maintain, and support the aircraft.

9. Section 2.22: Unless otherwise stated in the contract, delivery shall be F.O.B. Destination to the location identified by the State.

a. Please provide further definition and/or context regarding requirements?

Response: Please see the State’s responses to Questions 5.a. and 5.b. Final acceptance, transfer of possession, delivery responsibilities, insurance, risk of loss, and any alternate delivery terms will be agreed upon during the award phase and documented in the resulting contract or purchase order. Vendors should clearly identify any proposed delivery assumptions, ferry requirements, insurance assumptions, or alternate delivery terms in their proposal.