STATE OF ALASKA

INVITATION TO BID (ITB)

PALMER AIRPORT AS NEEDED AVIATION FUELING SERVICES

ITB 2026-1000-0253

ISSUED 03/07/2026

IMPORTANT NOTICE: If you received this solicitation from the State of Alaska’s “Online Public Notice” web site, you must register with the procurement officer listed below if you desire to receive notification of subsequent amendments to the solicitation.

BIDDER'S NOTICE: By signature on this form, the bidder certifies that they comply with the following:

(1) the bidder has a valid Alaska business license or will obtain one prior to award of any contract resulting from this ITB. If the bidder possesses a valid

Alaska business license, the license number must be written below or one the following forms of evidence must be submitted with the bid:

a canceled check for the business license fee;

a copy of the business license application with a receipt date stamp from the State's business license office;

a receipt from the State’s business license office for the license fee;

a copy of the bidder’s valid business license;

a sworn notarized affidavit that the bidder has applied and paid for a business license;

(2) the price(s) submitted was arrived at independently and without collusion, under penalty of perjury, and that the bidder is complying with:

the laws of the State of Alaska;

the applicable portion of the Federal Civil Rights Act of 1964;

the Equal Employment Opportunity Act and the regulations issued thereunder by the state and federal government;

the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the state and federal government;

the bid will remain open and valid for at least 90 days;

all terms and conditions set out in this Invitation to Bid (ITB).

If a bidder does not hold an Alaska Business License (1) at the time designated in the ITB for opening the state will disallow the Alaska Bidder Preference.

Bids must also be submitted under the name as appearing on the bidder’s current Alaska business license in order to receive the Alaska Bidder Preference.

If a bidder fails to comply with (2) of this paragraph, the state may reject the bid, terminate the contract, or consider the contractor in default.

DEPARTMENT OF NATURAL RESOURCES

DIVISION OF FORESTRY & FIRE PROTECTION COMPANY SUBMITTING BID

AUTHORIZED SIGNATURE

PROCUREMENT OFFICER:

MADELYN LOWE PRINTED NAME

PHONE: (907) 761-6357

EMAIL: madelyn.lowe@alaska.gov DATE

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STATE OF ALASKA – INVITATION TO BID ITB 2026-1000-0253

PALMER AIRPORT AS NEEDED AVIATION FUELING SERVICES

TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

SEC. 1.02 DEADLINE FOR RECEIPT OF BIDS

SEC. 1.03 PRIOR EXPERIENCE

SEC. 1.04 REQUIRED REVIEW

SEC. 1.05 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

SEC. 1.06 SITE INSPECTION

SEC. 1.07 ASSISTANCE TO BIDDERS WITH A DISABILITY

SEC. 1.08 RETURN INSTRUCTIONS

SEC. 1.09 AMENDMENTS TO BIDS

SEC. 1.10 AMENDMENTS TO THE ITB

SEC. 1.11 ITB SCHEDULE

SEC. 1.12 ALTERNATE BIDS

SEC. 1.13 SUPPORTING INFORMATION

SEC. 1.14 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 PURPOSE & OVERVIEW

SEC. 2.02 FUEL SPECIFICATIONS

SEC. 2.03 SCOPE OF SERVICES – INTO-PLANE FUELING

SEC. 2.04 CONTRACT PERFORMANCE & AVAILABILITY

SEC. 2.05 EQUIPMENT REQUIREMENTS

SEC. 2.06 QUALITY ASSURANCE & TESTING

SEC. 2.07 PERSONNEL QUALIFICATIONS & TRAINING

SEC. 2.08 CONTRACTOR RESPONSIBILITIES

SEC. 2.09 SPILL PREVENTION & CLEAN-UP

SEC. 2.10 REPORTING, INSPECTIONS, AND REMOVAL OF EQUIPMENT

SEC. 2.11 FUEL ACCOUNTING, TICKETS, AND INVOICING

SEC. 2.12 PRICING AND COMPENSATION

SEC. 2.13 DAMAGES, LOSS, AND MISCELLANEOUS CHARGES

SEC. 2.14 CONTRACT TERM

SEC. 2.15 CONTRACT TYPE

SEC. 2.16 PAYMENT FOR STATE PURCHASES

SEC. 2.17 ELECTRONIC PAYMENTS

SEC. 2.18 CONTRACT ADMINISTRATION

SEC. 2.19 CONTRACT PERFORMANCE LOCATION

SEC. 2.20 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

SEC. 2.21 SUBCONTRACTORS

SEC. 2.22 JOINT VENTURES

SEC. 2.23 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 2.24 REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 2.25 EQUIPMENT INSPECTION

SEC. 2.26 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

SEC. 2.27 CONTINUING OBLIGATION OF CONTRACTOR

SEC. 2.28 BILLING INSTRUCTIONS

SEC. 2.29 ESTIMATED QUANTITIES

SEC. 2.30 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 2.31 INDEMNIFICATION

SEC. 2.32 INSURANCE

SECTION 3. BID FORMAT AND CONTENT

SEC. 3.01 BID FORMS

SEC. 3.02 CONFLICT OF INTEREST

SEC. 3.03 PRICES

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SECTION 4. EVALUATION AND CONTRACTOR SELECTION

SEC. 4.01 EVALUATION OF BIDS

SEC. 4.02 APPLICATION OF PREFERENCES

SEC. 4.03 ALASKA BIDDER PREFERENCE

SEC. 4.04 ALASKA VETERAN PREFERENCE

SEC. 4.05 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 4.06 USE OF LOCAL FOREST PRODUCTS

SEC. 4.07 LOCAL AGRICULTURAL AND FISHERIES PRODUCT PREFERENCE

SEC. 4.08 ALASKA PRODUCT PREFERENCE

SEC. 4.09 EMPLOYMENT PROGRAM PREFERENCE

SEC. 4.10 ALASKANS WITH DISABILITIES PREFERENCE

SEC. 4.11 PREFERENCE QUALIFICATION LETTER

SEC. 4.12 EXTENSION OF PRICES

SEC. 4.13 METHOD OF AWARD

SEC. 4.14 CONTRACTOR SELECTION PROCESS

SEC. 4.15 NOTICE OF INTENT TO AWARD

SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 5.01 INFORMAL DEBRIEFING

SEC. 5.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 5.03 AUTHORITY

SEC. 5.04 COMPLIANCE

SEC. 5.05 SUITABLE MATERIALS, ETC

SEC. 5.06 SPECIFICATIONS

SEC. 5.07 ITEM UPGRADES

SEC. 5.08 WORKMANSHIP AND MATERIALS

SEC. 5.09 CONTRACTOR SITE INSPECTION

SEC. 5.10 ORDER DOCUMENTS

SEC. 5.11 HUMAN TRAFFICKING

SEC. 5.12 RIGHT OF REJECTION

SEC. 5.13 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 5.14 DISCLOSURE OF BID CONTENTS

SEC. 5.15 ASSIGNMENTS

SEC. 5.16 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 5.17 DEFAULT

SEC. 5.18 DISPUTES

SEC. 5.19 SEVERABILITY

SEC. 5.20 CONTRACT CANCELLATION

SEC. 5.21 GOVERNING LAW; FORUM SELECTION

SEC. 5.22 QUALIFIED BIDDERS

SEC. 5.23 FEDERALLY IMPOSED TARIFFS

SEC. 5.24 PROTEST

SECTION 6. ATTACHMENTS

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SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

The Department of Natural Resources, Division of Forestry & Fire Protection (DFFP), is soliciting bids for qualified contractors to provide aviation fuel supply and as needed fueling services in support of wildfire suppression, prepositioning, training, and other all-hazard aviation operations.

Services may include airport-based into-plane fueling as well as remote or mobile fueling at incident locations and other operational sites statewide. Contracts awarded under this ITB will be non-exclusive, multi-award, and utilized on an as-needed basis. The State does not guarantee any minimum purchase quantity or level of use.

The intent of this solicitation is to establish multiple contracts to ensure operational readiness, redundancy, and timely response during periods of fluctuating aviation activity, including high fire danger conditions.

SEC. 1.02 DEADLINE FOR RECEIPT OF BIDS

Bids must be received no later than 2:00 PM Alaska Time on MARCH 31, 2026, at which time they will be publicly opened. Late bids or amendments will be considered non-responsive and will not be opened or accepted for evaluation.

SEC. 1.03 PRIOR EXPERIENCE

No specific minimums have been set for this ITB.

SEC. 1.04 REQUIRED REVIEW

Bidders shall carefully review this ITB for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material in the ITB should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of bids. This will allow time for an amendment to be issued if one is required. It will also help prevent the opening of a defective bid, upon which award cannot be made, and the resultant exposure of bidders' prices.

SEC. 1.05 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing. Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the ITB. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the ITB. The procurement officer will make that decision.

Procurement Officer: MADELYN F. LOWE Phone: (907) 761-6357 Email: madelyn.lowe@alaska.gov

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SEC. 1.06 SITE INSPECTION

Potential bidders are encouraged to visit the work site so that they can see the conditions under which the work described in this ITB will be performed. The bidder's failure to visit the work site will in no way relieve the bidder of the responsibility of performing the work in strict compliance with the true intent and meaning of the terms, conditions, and specifications of this ITB. The site may be inspected by contacting ANDY JONES at 907-351-2734.

This contact person is only empowered to allow potential bidders to view the work site. The contact person cannot and will not answer potential bidder questions regarding the work to be performed under this ITB or the terms, conditions, and specifications of this ITB. Any questions potential bidders have must be directed to the procurement officer as required in Section 1.05.

SEC. 1.07 ASSISTANCE TO BIDDERS WITH A DISABILITY

The State of Alaska complies with Title II of the Americans with Disabilities Act of 1990. Individuals with disabilities who may need auxiliary aids, services, and/or special modifications to submit a bid should contact the Procurement Officer no later than ten days prior to the closing of the bid to make any necessary arrangements.

SEC. 1.08 RETURN INSTRUCTIONS

If submitting a bid via email, the Bid Schedule must be saved as a PDF document and emailed to madelyn.lowe@alaska.gov. The PDF document must be clearly labeled such as “Vendor A – Bid Schedule.pdf” (Vendor A is the name of the bidder). The email must contain the ITB number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the State is 20mb (megabytes). If the email containing the bid exceeds this size, the bid must be sent in multiple emails that are each less than 20 megabytes and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Similar to sending a hard copy bid, if you are emailing your bid, the State recommends sending it enough ahead of time to ensure the email is delivered by the deadline for receipt of bid.

If submitting bids using U.S. mail, or delivery service, bidders must submit one hard copy of their bid, in writing, to the Procurement Officer in a sealed package. The sealed bid package must be addressed as follows:

Department of Natural Resources Division of Forestry & Fire Protection Attention: MADELYN F. LOWE Invitation to Bid (ITB) Number: 2026-1000-0253 ITB Title: Palmer Airport As Needed Aviation Fueling Services 101 Airport Road Palmer, Alaska 99645

It is the bidder’s responsibility to contact the issuing agency at 1 (907) 761-6357 or madelyn.lowe@alaska.gov to confirm that the bid has been received. The State is not responsible for unreadable, corrupt, or missing attachments.

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SEC. 1.09 AMENDMENTS TO BIDS

Amendments to or withdrawals of bids will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of bids, in accordance with 2 AAC 12.140. No amendments or withdrawals will be accepted after the deadline unless the delay is due to an error of the contracting agency, in accordance with 2

AAC 12.160.

SEC. 1.10 AMENDMENTS TO THE ITB

If an amendment is issued before the deadline for receipt of bids, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the ITB and to those who have registered with the procurement officer after receiving the ITB from the OPN.

SEC. 1.11 ITB SCHEDULE

The ITB schedule below represents the State of Alaska’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of bids, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Standard Time (AST).

ACTIVITY TIME DATE

Issue Date / ITB Released N/A 03/07/2026 Deadline for Questions 2:00 PM 03/25/2026 Deadline for Receipt of Bids / Bid Due Date 2:00 PM 03/31/2026 Bid Evaluations Complete Week of 03/31/2026 Notice of Intent to Award Week of 03/31/2026 Contract Issued Week of 04/06/2026

This ITB does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Natural Resources, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.12 ALTERNATE BIDS

Bidders may only submit one bid for evaluation. In accordance with 2 AAC 12.830 alternate bids (bids that offer something different than what is asked for) will be rejected.

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SEC. 1.13 SUPPORTING INFORMATION

Provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the state reserves the right to request supplemental information from the bidder, after the bids have been opened, to ensure that the products or services offered completely meet the ITB requirements. The requirement for such supplemental information will be at the reasonable discretion of the state and may include the requirement that a bidder will provide a sample product(s) so that the state can make a first-hand examination and determination.

A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the state, may cause the state to consider the offer non-responsive and reject the bid.

SEC. 1.14 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

To be responsive a bid must constitute a definite, firm, unqualified and unconditional offer to meet all the material terms of the ITB. Material terms are those that could affect the price, quantity, quality, or delivery. Also included as material terms are those which are clearly identified in the ITB, and which must be complied with at risk of bid rejection for non-responsiveness.

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SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 PURPOSE & OVERVIEW

The Department of Natural Resources, Division of Forestry & Fire Protection (DFFP), requires as-needed into-plane fueling services for State and cooperating aircraft operating from the DFFP facility at the Palmer Airport, Palmer, Alaska.

The Contractor shall provide aviation turbine fuel (Jet A) and aviation gasoline (AvGas 100LL), refueling equipment, qualified personnel, and all associated support necessary to safely deliver fuel into the wings or single-point fueling ports of aircraft in support of wildfire suppression and related aviation operations.

This contract is intended to:

1. Ensure safe, timely, and reliable into-plane fueling for State aircraft during fire season and other operational periods designated by DFFP.

2. Provide an as-needed, on-call service model, without a guaranteed daily availability payment for days when the State does not require service.

3. Support multiple awards, allowing the State to order fueling services from one or more contractors as operational needs dictate.

SEC. 2.02 FUEL SPECIFICATIONS

(A) JET A FUEL

Jet A fuel shall meet or exceed ASTM D1655 – Standard Specification for Aviation Turbine Fuels.

(B) AVGAS 100LL

AvGas 100LL shall meet or exceed ASTM D910 – Standard Specification for Aviation Gasolines for Grade 100LL.

(C) CONTRACTOR-FURNISHED FUEL

All Jet A and AvGas 100LL provided under this contract shall be Contractor-furnished. Stationary bulk fuel storage will not be allowed on the DFFP site and bulk fuel shall not be stored in above-ground tanks at the DFFP Palmer facility.

The Contractor shall maintain sufficient inventory and supply arrangements to support anticipated peak operational demand at Palmer. The Contractor shall notify the State immediately if inventory levels or supply disruptions may impact the Contractor’s ability to meet required response times.

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SEC. 2.03 SCOPE OF SERVICES – INTO-PLANE FUELING

(A) GENERAL

The Contractor is responsible for all operations associated with receiving, handling, and dispensing fuel from Contractor fuel trucks to State aircraft at the DFFP Palmer facility.

Typical aircraft may include, but are not limited to: BAE RJ85/146; Conair 580, Q400 and similar large airtankers;

Canadair CL-215/415 and scooper aircraft; Lockheed C-130; Shorts 330; Casa 212; Pilatus PC-7; Aero Commander 500; De Havilland DHC-2 and DHC-6; Bell helicopter series (205, 206, 212, 214, 412); AS350 series; UH-60 series;

and other fixed-wing or rotary-wing aircraft used in wildland fire operations.

(B) PERFORMANCE PERIOD AND ORDERING

(B.1) PERIOD OF USE

This contract is intended to support aviation fueling operations at the DFFP Palmer facility on an as-needed basis throughout the year.

Demand for fueling services is typically highest during the wildland fire season, which historically occurs between May 1 and August 15. During this period, aircraft operations may require rapid response fueling to support wildfire suppression activities.

Outside of the primary fire season, State aircraft continue to operate year-round for training, transportation, and other aviation missions. Fueling requests outside the fire season are typically intermittent but may occur at any time during the contract period.

(B.2) OPERATION PERIODS

For the purposes of response time requirements, the following operational periods apply:

o Fire Season Operational Period Approximately April 15 through August 15. During this period the Contractor shall maintain on-call availability to support wildfire aviation operations.

o Non-Fire Season Operational Period August 16 through April 14. During this period the Contractor is not required to maintain on-call availability to support wildfire operations.

(B.3) AS-NEEDED, ON-CALL AVAILABILITY

o The Contractor is not required to be physically present on base at all times.

o The Contractor shall respond to specific refueling requests placed by the designated State representative (or their designee) by phone, radio, or other agreed method.

o When requested to report to base, the Contractor shall arrive and be ready to fuel within the required response time in section C.2.

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(B.4) MULTIPLE AWARDS / ORDERING AMONG CONTRACTORS

The State may award more than one contract under this ITB. Issuance of specific fueling orders, call-outs, or operational support requests among multiple contractors will be at the sole discretion of the State, based on availability, operational needs, and performance history. No minimum volume or number of call-outs is guaranteed to any Contractor.

SEC. 2.04 CONTRACT PERFORMANCE & AVAILABILITY

(A) HOURS OF OPERATION

Aircraft operations at Palmer vary with mission needs. Typical flight activity occurs between 0800 and 2200 local time, but 24-hour operations may occur during periods of high fire activity.

(B) RESPONSE TIME

At all times, the Contractor shall complete refueling of light aircraft (excluding defueling operations) within twenty-five (25) minutes of connecting the fueling equipment, unless safety, aircraft limitations, or other operational constraints require additional time.

(B.1) FIRE SEASON RESPONSE TIME

During the seasonal period of use, when the Contractor is “on call” and within their declared normal operating window, the Contractor shall report to the DFFP Palmer facility and begin refueling operations within twenty (20) minutes of the State’s request for fueling or aircraft engine shutdown, whichever occurs later.

(B.2) NON-FIRE SEASON RESPONSE TIME

During the Non-Fire Season Operational Period, the Contractor shall report to the DFFP Palmer facility within forty (40) minutes of the State’s request for fueling.

If the Contractor is already on site when an aircraft arrives, the Contractor shall begin refueling operations within twenty (20) minutes of aircraft engine shutdown.

(B.3) FAILURE TO RESPOND OR REPEATED DECLINATION OF SERVICE

If the Contractor fails to respond to a service request within the response times specified in this section, or repeatedly declines service requests without reasonable cause, the State may determine that the Contractor is unavailable for operational use. In such cases, the State may contact another contractor to perform the services and may discontinue requesting services from the non-responsive Contractor.

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(C) STANDBY / OPERATIONAL SUPPORT ON SITE

(C.1) ON-SITE STANDBY AT STATE REQUEST

When the State anticipates frequent aircraft turns (e.g., “turn and burn” airtanker cycles, scooper operations, or mixed rotary- and fixed-wing activity), the State may request the Contractor to remain physically on site for a defined period to support continuous operations. Such requests may extend across multiple consecutive days as operational needs require.

o The State will specify the anticipated standby window (e.g., 1300–2000).

o Compensation for such on-site standby shall be in accordance with the Operational Support

Rate described in Section (K.4).

(C.2) NO IMPLIED DAILY STANDBY

This contract does not require the Contractor to remain on site unless specifically directed by the State.

The Operational Support Rate described in Section (K.4) applies only when the State directs the Contractor to remain on site to support aircraft operations.

(D) DEFUELING

On occasion, aircraft may require defueling. Defueling shall be conducted only under the direction of the designated State representative, and in strict accordance with applicable safety and environmental requirements.

Applicable rates shall be as set forth in Sec. 2.15(q)(iii)–(iv), or as otherwise provided in the bid schedule.

SEC. 2.05 EQUIPMENT REQUIREMENTS

(A) REFUELER EQUIPMENT

Bidders shall identify the refueling equipment available to support services under this contract. At a minimum, bidders shall provide:

o Number of refueling trucks available o Fuel type carried (Jet A and/or AvGas) o Tank capacity of each refueler o Pump flow capacity (if known)

The State may consider available equipment and operational capability when determining which contractor to contact for fueling requests.

Equipment may be new or used, but must:

o Have been originally designed and manufactured for aircraft refueling, o Have been manufactured no earlier than 1980, and o Meet all applicable Federal, State, local, and industry standards.

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(B) TECHNICAL STANDARDS (INCORPORATED BY REFERENCE)

Refueling equipment and operations shall conform to all the following, as amended:

o ATA 103 – Jet Fuel Quality Control and Operating Procedures for Airport Fueling Systems o NFPA 407 – Standard for Aircraft Fuel Servicing o NFPA 385 – Standard for Tank Vehicles for Flammable and Combustible Liquids o U.S. Department of the Interior Aviation Fuel Handling Handbook (351 DM) o All applicable EPA, DOT, OSHA, TSA, FAA, DEC, and local requirements.

Detailed technical requirements for filter/separator systems, hoses, nozzles, tanks, meters, electrical systems, chassis and brakes, lighting, spark arrestors, grounding and bonding, signage and placarding, and related systems are governed by the standards referenced above and all applicable federal, state, and local regulations.

(C) EQUIPMENT LISTING AND INSPECTIONS

(C.1) EQUIPMENT IDENTIFICATION

With the bid, the Bidder shall provide a list of refueling equipment proposed for use under the contract.

At a minimum, the list shall include:

o Refueler make and model o Fuel type carried (Jet A or AvGas) o Tank capacity o Meter type and certification status

(C.2) EQUIPMENT READINESS

Prior to the start of each period of performance, the Contractor shall certify that all refueling equipment meets the technical standards identified in Section (D.2) and is in safe operating condition.

(C.3) STATE VERIFICATION

The State reserves the right to visually verify refueling equipment prior to the start of operations or at any time during contract performance to ensure equipment appears safe and suitable for aircraft fueling operations.

(C.4) CORRECTION OF DISCREPANCIES

Equipment with safety deficiencies shall not be used for contract operations until the deficiencies are corrected at the Contractor’s expense.

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SEC. 2.06 QUALITY ASSURANCE & TESTING

(A) GENERAL

The Contractor shall establish and maintain a written quality assurance program for fuel handling and aircraft servicing. At a minimum, this program shall meet the requirements of ATA 103, NFPA 407, NFPA 385, and the U.S.

Department of the Interior Aviation Fuel Handling Handbook (351 DM).

(B) DAILY / WEEKLY / MONTHLY CHECKS

The Contractor shall perform, document, and retain:

o Daily sump checks for water and particulate;

o Daily inspection of hoses, nozzles, grounding systems, meters, and safety equipment;

o Routine Aqua-Glo and gravimetric testing consistent with ATA 103 and the DOI Aviation Fuel Handling

Handbook (351 DM);

o Monthly electrical continuity checks, hose pressure checks, and trend analysis of lab results.

The State may require more frequent testing if performance or fuel quality issues are suspected.

(C) RECORDS

All quality control tests and inspections shall be recorded on forms equivalent to OAS-AR-96 or another format approved by the State. Records shall be:

o Kept with the refueler or at the fueling location, o Made available to the State upon request, and o Submitted to the State at the end of each seasonal performance period.

SEC. 2.07 PERSONNEL QUALIFICATIONS & TRAINING

(A) QUALIFICATIONS

All refueling personnel must:

1. Have at least three (3) years of aircraft refueling experience, or

2. Hold at least an FAA Private Pilot license, or

3. Hold NWCG aircraft ramp/retardant qualifications, and must be trained in:

o Fuel handling;

o Spill prevention, response, and reporting;

o Fire prevention and fire extinguisher use;

o Quality control sampling and testing;

o Defueling and bulk fuel handling procedures.

Refueling personnel operating fuel trucks on public roadways must maintain the appropriate State of Alaska Commercial Driver’s License (CDL) and required endorsements, if applicable.

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(B) TRAINING PROGRAM

The Contractor shall maintain a written training and refresher program covering:

o Over-wing and single-point fueling procedures;

o Emergency procedures (spills, fires, equipment failure);

o Quality control sampling;

o Aircraft defueling and transfer procedures;

o Safety, PPE, and housekeeping requirements.

Documented hands-on training and a successful operational and knowledge check shall be required before any operator is permitted to fuel or defuel aircraft under this contract.

Training documentation shall be maintained by the Contractor and made available to the State upon request.

(C) SAFETY REQUIREMENTS

The Contractor shall comply with all applicable fire, accident prevention, and safety regulations, including, but not limited to:

o No smoking or open flames within 50 feet of fueling operations;

o Proper use and placement of fire extinguishers;

o Grounding and bonding procedures for all fueling operations;

o Restrictions on fueling under certain hazardous conditions (e.g., thunderstorms, engines running, passengers on board, active external power or battery charging, etc.);

o Minimum separation distances between refuelers, structures, and vent openings;

o Safe positioning and chocking of refuelers.

Additional safety procedures shall comply with ATA 103, NFPA 407, and the U.S. Department of the Interior Aviation Fuel Handling Handbook (351 DM).

SEC. 2.08 CONTRACTOR RESPONSIBILITIES

The Contractor shall, at their own expense:

o Obtain all required licenses, permits, and airport access credentials for personnel and equipment.

o Comply with all federal, state, borough, and municipal laws, codes, and regulations.

o Provide competent on-site supervision when performing refueling operations.

o Protect State and third-party property from damage and promptly repair or reimburse for damage caused by Contractor negligence.

o Maintain control and security of Contractor-owned equipment and any State-furnished property in their care.

o Ensure contractor personnel conduct themselves professionally and cooperate with State personnel.

Personnel who are unsafe, disruptive, or ineffective shall be replaced at the State’s request.

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SEC. 2.09 SPILL PREVENTION & CLEAN-UP

The Contractor shall take all measures required by law to prevent petroleum, oil, and lubricant (POL) spills. In the event of any spill:

o The Contractor is responsible for immediate containment, clean-up, reporting to DEC and USCG as required, and proper disposal.

o If the Contractor fails or refuses to act promptly, the State may take corrective action and charge the Contractor for all costs, including fines and penalties.

o Damage or contamination to State property (buildings, pavement, soil, vegetation, etc.) caused by the Contractor shall be repaired or replaced at no cost to the State.

SEC. 2.10 REPORTING, INSPECTIONS, AND REMOVAL OF EQUIPMENT

o Prior to the start of each period of performance, the Contractor shall ensure all refueling equipment is operational and compliant with the technical standards identified in this contract. The State reserves the right to visually verify equipment readiness prior to operations or at any time during contract performance.

o Winter storage of Contractor equipment is not available at the DFFP Palmer facility; the Contractor is responsible for removal and off-season storage.

o State personnel are not authorized to operate Contractor refuelers.

SEC. 2.11 FUEL ACCOUNTING, TICKETS, AND INVOICING

(A) FUEL MEASUREMENT AND DOCUMENTATION

Fuel will be measured in gallons pumped into aircraft and documented on:

o A fuel ticket printed from the Contractor’s fuel ticket printer (or handwritten if the printer is unavailable), showing date, aircraft, fuel type, and gallons delivered; and o An OAS-59 Fuel and Oil Issue Record or State-approved equivalent, signed by both the pilot and the fueler.

(B) DAILY RECONCILIATION

The Contractor shall maintain daily reconciliation of:

o Fuel received, issued, and on-hand, o Meter readings (register and totalizer), and o Fuel tickets and OAS-59s.

SEC. 2.12 PRICING AND COMPENSATION

(A) FUEL COST REIMBURSEMENT

The State will reimburse the Contractor for the actual invoice cost of fuel (Jet A and AvGas 100LL) delivered and pumped into State aircraft, as verified by:

o Supplier invoices from the wholesale fuel jobber to the contract holder, and o Fuel tickets / OAS-59 records.

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(B) PER-GALLON INTO-PLANE SERVICE FEE

Bidders shall offer a firm per-gallon service fee for:

o Jet A into-plane fueling, and o AvGas 100LL into-plane fueling, This fee will cover all costs associated with receiving, handling, transporting, and dispensing fuel into aircraft at the DFFP Palmer facility, including labor, equipment, mobilization/demobilization within the Matanuska Susitna Borough, overhead, profit, and all general and administrative costs.

This per-gallon service fee shall remain firm for the initial contract term, subject to any approved rate adjustments as specified in the contract.

(C) AFTER-HOURS CALL-OUT FEE

Bidders may offer a flat after-hours call-out fee applicable when:

o The State requests fueling outside of the Contractor’s declared normal operating hours established in the bid, and o The Contractor is not already on site performing services under this contract.

The call-out fee, if used, is in addition to the per-gallon service fee.

(D) OPERATIONAL SUPPORT RATE (ON-SITE STANDBY AT STATE REQUEST)

When operational tempo requires continuous aircraft fueling support, the State may request the Contractor remain on site at the DFFP Palmer facility to support ongoing aircraft operations.

When directed by the State’s designated representative to provide on-site operational support, the Contractor will be compensated at a fixed rate of $2,000 per day.

A day is defined as a calendar day during which the Contractor is directed by the State to remain on site to support aircraft fueling operations. The operational support rate will not be applied more than once within the same calendar day regardless of the number of hours the Contractor remains on site.

The operational support rate:

1. Applies only when explicitly directed by the State’s designated representative.

2. Covers the Contractor’s personnel, equipment, and readiness to provide fueling services during the operational period.

3. Replaces the per-gallon fueling service fee for that operational day. Fuel costs will still be reimbursed at actual cost as provided in this contract.

4. Shall not be billed concurrently with services provided to non-State customers using the same personnel and equipment.

The State reserves the right to determine when operational support is required and may revert to standard on-call fueling service at any time.

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(E) HISTORICAL FUEL USAGE (FOR INFORMATIONAL PURPOSES ONLY)

Historical fueling data at the DFFP Palmer facility indicates that the combined average annual volume of Jet A and AvGas dispensed to State aircraft between 2020 and 2024 was approximately 45,000 gallons per fire season.

This information is provided for informational purposes only to assist bidders in estimating potential service levels.

Actual fuel demand may vary significantly depending on wildfire activity, aircraft assignments, and operational needs.

(F) NO GUARANTEED MINIMUM VOLUME

The State does not guarantee:

o A minimum or maximum number of call-outs, o A minimum number of gallons, or o A minimum number of hours of operational support.

Payment will be made only for fuel actually pumped into State aircraft, applicable call-out charges, and any authorized operational support hours.

(G) EXAMPLES

(G.1) EXAMPLE 1 – STANDARD ON-CALL FUELING

The State requests fueling for two aircraft during normal operating hours. The Contractor responds to the call and fuels:

o Aircraft 1: 2,000 gallons Jet A o Aircraft 2: 1,500 gallons Jet A

Total fuel delivered: 3,500 gallons Compensation would include:

o Actual cost of fuel (per supplier invoice) for 3,500 gallons o Per-gallon Jet A into-plane service fee applied to 3,500 gallons

No call-out fee applies because the request occurred during normal operating hours. No operational support rate applies because the Contractor was not directed to remain on site.

(G.2) EXAMPLE 2 – AFTER-HOURS CALL-OUT

The State requests fueling at 23:30, outside the Contractor’s declared normal operating hours. The Contractor responds and fuels:

o Aircraft: 1,200 gallons Jet A Compensation would include:

o Actual cost of fuel for 1,200 gallons o Per-gallon Jet A service fee applied to 1,200 gallons o After-hours call-out fee

The operational support rate does not apply because the Contractor was not directed to remain on site for extended operations.

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(G.3) EXAMPLE 3 – OPERATIONAL SUPPORT (DAILY RATE APPLIED)

Due to high fire activity, the State directs the Contractor to remain on site from 0800 to 2000 to support multiple aircraft turns.

During that period the Contractor fuels:

o Airtanker 1: 2,800 gallons Jet A o Airtanker 2: 2,600 gallons Jet A o Helicopter: 450 gallons Jet A

Total fuel delivered: 5,850 gallons Compensation would include:

o Actual cost of fuel for 5,850 gallons o Operational support rate of $2,000 for the day

The per-gallon service fee does not apply because the operational support rate replaces the service fee for that operational day.

SEC. 2.13 DAMAGES, LOSS, AND MISCELLANEOUS CHARGES

(A) DELAY OR NON-RESPONSE

If the Contractor fails to respond to a fueling request within the required twenty (20) minute response time, or otherwise fails to provide services when requested, the State may immediately obtain services from another contractor or vendor.

(B) DAMAGE TO STATE PROPERTY

The Contractor shall be responsible for any damage to State property caused by the Contractor, its employees, or its equipment during the performance of this contract. This includes, but is not limited to, damage to aircraft ramps, pavement, buildings, equipment, or other State-owned or State-leased facilities. The Contractor shall repair or reimburse the State for such damage to the satisfaction of the State.

(C) DAMAGE TO CONTRACTOR PROPERTY DUE TO STATE NEGLIGENCE

If Contractor-owned property is lost, stolen, damaged, or destroyed as a result of the State’s negligence, the Contractor may submit a written claim to the Procurement Officer. The claim must fully document the occurrence, extent of damage, and provide supporting documentation of repair or replacement costs. Claims must be submitted within forty-eight (48) hours after discovery of the damage.

(D) MISCELLANEOUS CHARGES

Any goods or services furnished by the State on behalf of the Contractor may be deducted from amounts due under the contract unless otherwise agreed to in writing by the Procurement Officer.

(E) HOUSEKEEPING AND RAMP CLEANLINESS

The Contractor shall maintain all areas used in performance of this contract in a clean and orderly condition.

Refueling areas, equipment parking locations, and any storage areas used by the Contractor shall be kept free of debris, fuel residue, and other fire hazards. Waste materials shall be disposed of in accordance with applicable federal, state, and local regulations.

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(F) RECOVERY OF COSTS

If the Contractor is responsible for damages, excess procurement costs, or other charges under this contract, the State may recover such costs through invoicing, payment offset, or other remedies available under applicable law and procurement regulations.

SEC. 2.14 CONTRACT TERM

The length of the contract will be from the date of award, approximately April 15,2026, through October 15, 2031, with the option to renew for one additional five (5) year term under the same terms and conditions as the original contract. Renewals will be exercised at the sole discretion of the state.

Unless otherwise provided in this ITB, the State and the successful bidder/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least 30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

SEC. 2.15 CONTRACT TYPE

This contract is a firm fixed price contract.

SEC. 2.16 PAYMENT FOR STATE PURCHASES

No payment will be made until the contract is approved by the Commissioner of the Department of Natural Resources or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

SEC. 2.17 ELECTRONIC PAYMENTS

The State of Alaska prefers vendors receive payment via Electronic Funds Transfer (EFT). Bidders may review information concerning the EFT process and access the Electronic Payment Agreement Form for Vendors at the following link: https://doa.alaska.gov/dof/vendor.html. Method of payment is not a factor in the State’s determination for award.

Any single contract payments of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

SEC. 2.18 CONTRACT ADMINISTRATION

The administration of this contract is the responsibility of the procurement officer or person appointed by the Department of Natural Resources, Division of Forestry & Fire Protection.

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SEC. 2.19 CONTRACT PERFORMANCE LOCATION

The location(s) the work is to be performed, completed, and managed is the Palmer Municipal Airport at 101 Airport Road in Palmer Alaska.

The state WILL NOT provide workspace for the contractor. The contractor must provide its own workspace.

By signature on their bid, the bidder certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the bidder cannot certify that all work will be performed in the United States, the bidder must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of bids.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the bid as non-responsive or cancel the contract.

SEC. 2.20 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

Because of the additional administrative and accounting time required of the state when third party financing agreements are permitted, they will not be allowed under this contract.

SEC. 2.21 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 2.22 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 2.23 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 2.24 REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

The contractor is responsible for providing all products or the completion of all work set out in the contract. All products or work is subject to inspection, evaluation, and approval by the state. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract.

The state may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the state to terminate the contract. In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable products or work received) and may seek associated damages.

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SEC. 2.25 EQUIPMENT INSPECTION

Equipment offered (including for lease) may be subject to inspection and approval by the state prior to the award of the ITB. The equipment and attachments must be in good repair and capable of performing the work for which they were designed.

SEC. 2.26 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the state will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured required state approvals necessary and issued a written contract amendment.

SEC. 2.27 CONTINUING OBLIGATION OF CONTRACTOR

Notwithstanding the expiration date of a contract resulting from this ITB, the contractor is obligated to fulfill its responsibilities until warranty, guarantee, maintenance, and parts availability requirements have completely expired.

SEC. 2.28 BILLING INSTRUCTIONS

All invoices produced by the contractor must contain the following information at a minimum:

1. CONTRACT NUMBER AND TITLE;

2. IDENTIFICATION OF BILLING PERIOD;

3. ITEMIZED LIST OF DELIVERABLES AND CHARGES FOR INVOICED PERIOD;

4. TOTAL AMOUNT BILLED;

5. DATE INVOICE SUBMITTED FOR PAYMENT;

6. ENTITY NAME, CONTACT INFORMATION, AND ALASKA VENDOR NUMBER.

Invoices must be billed to the ordering agency's address shown on the individual Purchase Order, Contract Award or Delivery Order. The state will make payment after it receives the goods or services and the invoice. Questions concerning payment must be addressed to the ordering agency.

SEC. 2.29 ESTIMATED QUANTITIES

The quantities referenced in this ITB are estimated requirements and may vary more or less from the quantities actually purchased. The State does not guarantee any minimum or maximum purchase. Orders will be issued throughout the contract period on an as-needed basis.

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SEC. 2.30 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc.).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public;

information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof;

or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

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SEC. 2.31 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 2.32 INSURANCE

Without limiting the…