ITB 2027-1200-0095 Turbine Helicopter 3000FH Overhaul.pdf

STATE OF ALASKA

INVITATION TO BID (ITB)

TURBINE HELICOPTER

ITB 2027-1200-0095

ISSUED SEPTEMBER 15, 2026

COMPREHENSIVE INSPECTION, OVERHAUL, MAINTENANCE ON TWO AIRBUS AS350B3 HELICOPTERS IN ANCHORAGE, ALASKA

IMPORTANT NOTICE: If you received this solicitation from the State of Alaska's Online Public Notice website and would like to receive notification of subsequent amendments to the solicitation, please email the Procurement Officer to be added to the amendment distribution list. This distribution list is provided as a courtesy;

however, it is the bidder’s responsibility to regularly check the Online Public Notice website for any amendments or updates.

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 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 PUBLIC SAFETY

AIRCRAFT SECTION COMPANY SUBMITTING BID

PROCUREMENT OFFICER: Rachelle Alger or Kelly Pahlau

PHONE: (907) 269.5718 or (907) 269.8493

EMAIL: RACHELLE.ALGER@ALASKA.GOV or

KELLY.PAHLAU@ALASKA.GOV

AUTHORIZED SIGNATURE

PRINTED NAME

DATE

mailto:RACHELLE.ALGER@ALASKA.GOV

STATE OF ALASKA – INVITATION TO BID ITB 2027-1200-0095

AIRBUS OVERHAUL

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO BIDDERS WITH A DISABILITY

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 SCOPE OF WORK

(C) COMPONENTS, PARTS, AND TOOLS

SEC. 2.02 CONTRACT TERM

SEC. 2.03 CONTRACT TYPE

SEC. 2.04 PAYMENT FOR STATE PURCHASES

SEC. 2.05 ELECTRONIC PAYMENTS

SEC. 2.06 CONTRACT ADMINISTRATION

SEC. 2.07 CONTRACT PERFORMANCE LOCATION

SEC. 2.08 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

SEC. 2.09 SUBCONTRACTORS

SEC. 2.10 JOINT VENTURES

SEC. 2.11 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 2.12 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 2.13 EQUIPMENT INSPECTION

SEC. 2.14 DISCONTINUED ITEMS

SEC. 2.15 SHIPPING DAMAGE

SEC. 2.16 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

SEC. 2.17 CONTINUING OBLIGATION OF CONTRACTOR

SEC. 2.18 BILLING INSTRUCTIONS

SEC. 2.19 WARRANTY

SEC. 2.20 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 2.21 INDEMNIFICATION

SEC. 2.22 INSURANCE

SECTION 3. BID FORMAT AND CONTENT

SEC. 3.01 BID FORMS

SEC. 3.02 PRICES

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 ALASKA PRODUCT PREFERENCE

SEC. 4.07 EMPLOYMENT PROGRAM PREFERENCE

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SEC. 4.08 ALASKANS WITH DISABILITIES PREFERENCE

SEC. 4.09 PREFERENCE QUALIFICATION LETTER

SEC. 4.10 EXTENSION OF PRICES

SEC. 4.11 METHOD OF AWARD

SEC. 4.12 CONTRACTOR SELECTION PROCESS ................................................................................. ERROR! BOOKMARK NOT DEFINED.

SEC. 4.13 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 BRAND SPECIFIC

SEC. 5.08 ITEM UPGRADES

SEC. 5.09 WORKMANSHIP AND MATERIALS

SEC. 5.10 CONTRACTOR SITE INSPECTION

SEC. 5.11 ORDER DOCUMENTS

SEC. 5.12 HUMAN TRAFFICKING

SEC. 5.13 RIGHT OF REJECTION

SEC. 5.14 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 5.15 DISCLOSURE OF BID CONTENTS

SEC. 5.16 ASSIGNMENTS

SEC. 5.17 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 5.18 DEFAULT

SEC. 5.19 DISPUTES

SEC. 5.20 SEVERABILITY

SEC. 5.21 CONTRACT CANCELLATION

SEC. 5.22 GOVERNING LAW; FORUM SELECTION

SEC. 5.23 QUALIFIED BIDDERS

SEC. 5.24 FEDERALLY IMPOSED TARIFFS

SEC. 5.25 PROTEST

SECTION 6. ATTACHMENTS

SEC. 6.01 ATTACHMENTS

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SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

The State of Alaska, Department of Public Safety (DPS), Aircraft Section seeks a qualified Airbus-approved maintenance contractor to perform comprehensive scheduled inspection, overhaul, maintenance, and return-to-service work on two Airbus AS350B3 helicopters: N911NT (S/N 7665) and N911AA (S/N 7536). Work shall comply with:

• Airbus Helicopters Aircraft Maintenance Manual, Maintenance Servicing Manual, Instructions for Continued

Airworthiness , Service Bulletins and all manufacturers published inspection and service instructions

• Federal Aviation Administration (FAA) regulations including 14 Code of Federal Regulations (CFR) Parts 43 and 91 (maintenance, documentation, airworthiness)

• Applicable Airworthiness Directives (ADs) and regulatory requirements

• All inspection tasks in the official Veryon task list provided by DPS (attached as Exhibit A)

All work must maintain aircraft airworthiness consistent with manufacturer performance specifications and DPS operational requirements.

SEC. 1.02 BUDGET

Approval or continuation of a contract resulting from this ITB is contingent upon legislative appropriation.

SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS

Bids must be received no later than 12:00pm Alaska Time on September 25th, 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. 1.04 PRIOR EXPERIENCE

For a bid to be considered responsive the bidder must meet these minimum prior experience requirements:

• Bidders must meet at least one of the following qualifications and must submit supporting documentation:

o FAA mechanic certification under 14 CFR Part 65, Subpart D; or o FAA repairman certification under 14 CFR Part 65, Subpart E; or o A valid FAA Repair Station Certificate issued under 14 CFR Part 145, with appropriate ratings and capabilities for Airbus AS350 helicopters. If claiming this pathway, bidders must submit their Repair

Station Certificate and Operations Specifications showing authorization for any applicable off-site maintenance capabilities.

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• Bidders, who bid as individually certificated Airman holding FAA Airframe and Powerplant Certificates with

Inspection Authorization (A&P/IA), must submit documented evidence of maintenance work accomplished within the previous 24 months on aircraft similar to the DPS aircraft listed in this ITB. Acceptable documentation may include work orders, logbook entries, maintenance summaries, or other verifiable maintenance records.

• Bidders, who are bidding as an FAA Part 145 Repair Station shall submit their FAA Part 145 Repair Station

Certificate and Repair Station Capabilities Listing or equivalent, to adequately demonstrate that they are able to perform the work listed in the bid Work Scope.

• Bidders must submit documentation demonstrating they have an approved drug-testing program for maintenance personnel that meets the requirements of 14 CFR Part 120, or documentation showing that such a program is included in their Part 145 Repair Station Operations Specifications (if applicable).

Bidders are strongly encouraged to submit all required prior-experience documentation with their bid. The State will allow bidders to provide missing documentation within 10 days after the State requests it in writing. Only documentation verifying qualifications the bidder possessed prior to the bid opening may be submitted during this period; bidders may not obtain new qualifications or certifications after the bid opening to meet the requirements of this section. Failure to provide the requested documentation within the required timeframe will result in the bid being deemed non-responsive.

A bidder’s failure to meet these minimum qualification and prior-experience requirements shall result in the bid being deemed non-responsive and rejected.

SEC. 1.05 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 five 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. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

All questions must be in writing and directed to the Procurement Officer’s. 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.

Questions must be received no later than September 22, 2026.

SEC. 1.07 RETURN INSTRUCTIONS

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Bidders must submit one copy of their entire bid via email. The entire bid may be emailed to dps.das.solicitations@alaska.gov and must contain the ITB number in the subject line of the email. 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 and be clearly numbered (for example, “Email 1 of 3,” “Email 2 of 3,” etc.).

Bidders are strongly encouraged to include all required prior experience documentation, certifications, and supporting materials with their bid submission. However, in accordance with Section 1.04 and Section 1.13, if any required prior-experience documentation is missing, the State may request that the bidder provide the missing documentation after bid opening. Only documentation that verifies qualifications the bidder possessed prior to the bid opening may be submitted during this period. Failure to provide the requested documentation within the time specified by the State will result in the bid being deemed non-responsive.

Please note that email transmission is not instantaneous. Like 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 bids.

It is the bidder’s responsibility to contact the issuing agency at 907-269-5718 to confirm that the entire bid has been received. The State is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 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 aid, 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. 1.09 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 by 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 September 15, 2026 mailto:dps.das.solicitations@alaska.gov

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Deadline for Receipt of Bids / Bid Due Date 12:00P September 25, 2026

Bid Evaluations Complete September 25, 2026

Notice of Intent to Award September 28, 2026

Contract Issued October 8, 2026

This ITB does not, by itself, oblige the State. The State's obligation will commence when the contract is approved by the Commissioner of the Department of Public Safety, 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.

SEC. 1.13 SUPPORTING INFORMATION

Bidders shall submit all required technical, specification, and supporting information with their bid, so that a detailed analysis and determination can be made by the procurement officer that the products or services offered meet the

ITB requirements.

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.

SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK

Contractor shall designate one certified and fully qualified A&P mechanic (licensed and trained with factory-level minimum certifications, including the Airbus Helicopters AS350 series course and the SAFRAN Turbomeca USA Arriel

2 series Line 1 maintenance course, as applicable) to ensure responsibility for the maintenance tasks performed on each aircraft. Any unlicensed technicians working on State aircraft shall be under the direct supervision of a mechanic meeting these requirements, and the supervising mechanic must be physically present while work is being performed. Mechanic training certificates shall be made available upon request by the State.

Bids will be accepted from certified individuals, certified facilities, and non-certified repair facilities; however, all maintenance personnel performing work on State aircraft must be FAA-certified and fully qualified A&P mechanics with Inspection Authorization (IA), or Repairmen meeting the requirements of 14 CFR Part 65 or 14 CFR Part 145, as applicable.

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The State of Alaska requires that components currently installed on the helicopter be overhauled or repaired, as necessary, and reinstalled on the aircraft. Any component proposed for exchange rather than overhaul shall require prior written approval from the State of Alaska Aircraft Maintenance Inspector before purchase.

All components requiring repair or overhaul shall be returned to service with new parts, or with parts that do not contain any life limit or maintenance requirement that will come due prior to the scheduled maintenance interval of the main assembly. Any deviation from this requirement shall require written approval from the State Aircraft

Maintenance Inspector on a case-by-case basis.

The Contractor shall provide documentation demonstrating approval by Airbus Helicopters for dynamic component overhaul, or documentation verifying that all applicable components obtained for this work scope were overhauled or repaired by a subcontractor approved by Airbus Helicopters for dynamic component overhaul.

A bidder’s failure to meet these minimum qualification and prior-experience requirements shall result in the bid being deemed non-responsive and rejected.

The Contractor shall perform comprehensive scheduled inspection, overhaul, maintenance, and return-to-service work on two Airbus AS350B3 helicopters: N911NT (S/N 7665) and N911AA (S/N 7536). There are currently two Airbus AS350B3 helicopters that are primarily stationed in Anchorage and Fairbanks.

All inspection tasks in the official Veryon task list provided by DPS attached as Exhibit A. The base fixed price shall include:

• All scheduled inspection tasks contained in Exhibit A and

• All 3000 Flight Hours (FH), 750FH, 24-month, and other required inspection intervals applicable to each aircraft

• All ICA inspections noted in Exhibit A

• All mandatory SB and AD compliance tasks included in the Veryon task list

• Replacement of service-life-limited bolts and components included in the list (e.g., spherical thrust bearing bolts, main rotor hub attachment bolts)

• All required testing, functional checks, torque checks, lubrication tasks, and visual/detailed inspections described in Exhibit A

• Perform all inspection tasks exactly per Airbus maintenance manuals and instructions

• Use Original Equipment Manufacturer approved parts only; any part found unserviceable during overhaul shall be replaced with NEW parts only. Parts Manufacturer Approval parts would only be considered on a case-by-case basis and shall require written approval of the State Aircraft Maintenance Inspector

• Maintain complete traceability documentation for all installed parts

• Complete all logbook entries, 8130 tags, and return-to-service endorsements in compliance with 14 CFR Part

• Provide all maintenance records to DPS in an organized, legible format at project completion

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• Adhere strictly to DPS safety, security, and facility access requirements

INSPECTION REPORTING & DISCREPANCY APPROVAL PROCESS:

Note: The DPS shall designate an Aircraft Maintenance Inspector Project Lead to serve as the single point of contact for performance of this project.

1. Contractor shall perform a full initial inspection.

2. Contractor shall deliver a written report to the DPS Aircraft Maintenance Inspector Project Lead Identifying:

o All discrepancies o Required part replacements, discovered during the inspection process and not listed in the above

Scope of Work o Recommended corrective actions

3. Any additional discrepancies discovered during the overhaul process must be:

o Documented in writing o Submitted to DPS Aircraft Maintenance Inspector Project Lead o Approved by DPS prior to commencing any additional work beyond the initial Inspection Report

No additional work may proceed without written DPS authorization.

EXCLUDED WORK (Charge-Back / Additional Work)

The following requires DPS prior written approval and are not included in the fixed price:

• Repairs or part replacements driven by discrepancies not identified in Exhibit A

• Dynamic component overhauls not specifically required by a scheduled task card

• Rotor blade replacement, gearbox overhaul, servo overhaul unless mandated by Exhibit A and confirmed by

DPS

• Corrosion repair, damage repair, or missing component replacement

• Any work outside the scheduled intervals listed in Exhibit A

Charge-Back Language

Unanticipated work, additional repairs, part replacements, or non-scheduled corrective actions approved by DPS will be billed as chargebacks, defined as:

“Authorized additional maintenance or replacement actions not included in the base fixed price, billed at the

Contractor’s approved labor rate and parts cost schedule. No charge-back item may proceed without prior written

DPS approval.”

Contractor shall provide:

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• Completed inspection task cards for all Exhibit A items

• Comprehensive Inspection Report (initial and supplemental)

• Completed logbook entries and all FAA-compliant RTS documentation

• Part certifications and traceability documents for all new parts installed

• Final work order showing itemized labor, materials, and approved discrepancy work

Copies of all maintenance records generated during the overhaul

The Contractor shall furnish all necessary materials, labor, supervision, services, equipment, tools, supplies, power, accessories, facilities if other than the DPS facility, shipping, and any other items or services required to accomplish the listed work scope, except as otherwise provided in the Contract. The Contractor shall also maintain all required technical manuals, online subscriptions, and other FAA-mandated technical information necessary to perform the requested work on DPS aircraft.

The Contractor’s employees may be required to undergo a background and fingerprint check by DPS, if work is performed outside normal Aircraft Section’s operating hours and/or unsupervised.

(a) TEST FLIGHTS

Test/ferry flights will be conducted by DPS or approved DPS agents of the State. The Contractor is not authorized to fly any DPS aircraft unless that contract pilot has received training and is checked out from DPS and each occurrence is approved by the Aviation Program Manager. If ground movement is required, the

Contractor may tow the aircraft. Any equipment or work performed in DPS facilities or using DPS support equipment must be done IAW all Health and Safety regulations and standards, and it is the responsibility of the Contractor to maintain compliance.

Services will not be complete, and the equipment will not be considered serviced, repaired, or acceptable until it performs in compliance with the manufacturer’s published performance specifications. All maintenance record entries must be written in English, complete, accurate and follow the requirements of 14 CFR part 43.

(b) SCHEDULING SERVICE AND WORK PROCESS Contractor will complete scheduled inspections and repairs as follows;

N911NT (S/N 7665)

Work must begin no later than October 19, 2026.

N911AA (S/N 7536)

Work for N911AA will be scheduled by DPS, after completion of N911NT.

Allowances will be made for parts unavailability and/or unanticipated aircraft discrepancies. Extensions due to unanticipated maintenance delays will be dealt with on a case-by-case basis with a timeline agreed upon with the Aircraft Section’s Aircraft Maintenance Inspectors.

All work will be approved by DPS and verified with the Contractor that the requested work is within their capabilities, prior to the commencement of the project.

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Contact information will be provided at contract award.

Note: DPS is the final authority for the Airworthiness of its aircraft.

The State will reimburse the Contractor’s actual travel expenses per the following criteria or as policy updates:

1. Airfare is limited to coach fares.

2. Lodging will be reimbursed at actual cost. Per the Alaska Administrative Manual 60.250, if the Contractor stays at lodging other than a hotel, they are prorated at $30 a day.

3. Reimbursement for meals will not exceed $45.00 on the first and last day of travel and $60.00 per day in between.

4. Rental vehicles are limited to standard size, make and model, as opposed to premium options.

5. Receipts must be provided with every invoice for all travel expenses.

All travel costs must be shown as separate line items on each invoice

(c) COMPONENTS, PARTS, AND TOOLS

Unless otherwise specified, the Contractor shall provide all repairs, services, and replacement parts.

DPS may provide parts, components, assemblies, or special tools for completion of certain repairs. If in the event there may be a part required in which may be unavailable locally, the Contractor shall contact the DPS Aircraft

Maintenance Inspector to see if parts may be available within the DPS Aircraft Section. All parts/cores that are removed shall be tagged with their respective reason for removal and coordinated with DPS for handling or return.

No parts shall be disposed of or purchased without prior authorization from the Aircraft Maintenance Inspectors.

All parts removed or installed in the aircraft will be coordinated with the DPS Stock & Parts position using appropriate reporting to ensure serviceable status, accountability and inventory control. The State shall have first right of refusal on all salvage parts that come from DPS Aircraft Section.

The Contractor must contact DPS in writing and obtain written approval, for parts requirements as a result of discrepancies discovered during the inspection process, before purchasing any item over $500 for which the

Contractor intends to seek reimbursement. The written request must include the part name and stock number, anticipated delivery date, and the reason for the purchase. DPS will have 48 hours to respond in writing, excluding weekends and State-recognized holidays. If DPS can supply the required part, the Contractor shall accept the part at no cost to DPS, and no reimbursement shall be authorized for any Contractor-procured alternative.

The Contractor shall be responsible for replacement of lost or damaged property furnished by DPS, except for reasonable wear and tear, and to the extent that such property is normally consumed in DPS aircraft operation.

Title to State-furnished property will remain with DPS. All items installed on the aircraft and all items removed from the aircraft are the property of DPS and shall not be disposed of, sold, altered, or otherwise diverted for any purpose. Any item purchased by the Contractor for use on the aircraft immediately becomes the property of DPS upon purchase. The

Contractor shall maintain adequate property control records in accordance with industry standards to ensure that State property and parts are not utilized for other purposes. Federal Excess Property in use under this contract may not be sold by either the State or the Contractor.

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SEC. 2.02 CONTRACT TERM

The length of the Contract will be from the date of award, approximately October 8, 2026, through December 30, 2027.

SEC. 2.03 CONTRACT TYPE

This Contract is a firm fixed price contract.

SEC. 2.04 PAYMENT FOR STATE PURCHASES

No payment will be made until the Contract is approved by the Commissioner of the Department of Public Safety 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. Late payments are 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. 2.05 ELECTRONIC PAYMENTS

The State of Alaska prefers vendors to 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 payment of $1 million or higher must be accepted by the Contractor via Electronic Funds Transfer.

SEC. 2.06 CONTRACT ADMINISTRATION

The administration of this Contract is the responsibility of the Procurement Officer or person appointed by the

Department of Public Safety, Aircraft Section.

SEC. 2.07 CONTRACT PERFORMANCE LOCATION

The preferred performance location is:

DPS Aircraft Section

4825 Aircraft Drive

Anchorage, Alaska 99502 https://doa.alaska.gov/dof/vendor.html

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However, DPS may authorize work to be performed at another FAA-approved maintenance facility within

Anchorage, Alaska, if the Contractor provides adequate justification and the facility meets all security, access, and tooling requirements.

SEC. 2.08 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

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

SEC. 2.09 SUBCONTRACTORS

Subcontractors may be used to perform specialized work under this Contract; subcontractors must be approved in writing by the State prior to their use. The subcontractors shall meet the same qualifications for the type of work being done and carry the same insurance as the Contractor.

The State will reimburse the Contractor for the actual amount paid to any subcontractor for work performed under this Contract, without markup or additional fees. To receive reimbursement, the Contractor must provide a copy of the executed subcontract agreement, the subcontractor’s itemized invoice, and documentation verifying payment, such as a cancelled check, paid receipt, or equivalent proof of payment. Reimbursement will not be issued without this documentation. Once the State reimburses the Contractor for subcontracted work, failure by the Contractor to remit payment to the subcontractor constitutes a default of the Contract.

If a bid with subcontractors is selected, the bidder must provide the following information concerning each prospective subcontractor within five working days from the date of the State's request:

• complete name of the subcontractor;

• complete address of the subcontractor;

• type of work the subcontractor will be performing;

• percentage of work the subcontractor will be providing;

• evidence that the subcontractor holds a valid Alaska business license; and

• a written statement signed by each proposed subcontractor that clearly verifies that the subcontractor is committed to rendering the services required by the Contract.

A bidder's failure to provide this information within the time set may cause the State to consider their bid non-responsive and reject it.

Note that if the subcontractor will not be performing work within Alaska, they will not be required to hold an Alaska business license.

SEC. 2.10 JOINT VENTURES

Joint ventures will not be allowed.

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SEC. 2.11 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the State may inspect those areas of the Contractor's place of business to ensure compliance with the safety, terms, conditions, and specifications that are related to the performance of this Contract. If the State makes such an inspection, the Contractor must provide reasonable assistance. The Contractor shall have available for inspection all required certificates, licenses, manuals, work logs and similar materials, at time of inspection. Failure to comply with the terms, conditions, and specifications of this Contract and/or furnish a hangar facility, as specified herein, will cause the

State to declare the Contractor in default of the Contract.

SEC. 2.12 INSPECTION & MODIFICATION - 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 are 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 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.

SEC. 2.13 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. 2.14 DISCONTINUED ITEMS

In the event an item is discontinued by the manufacturer during the life of the Contract, another item may be substituted, provided that the Procurement Officer in coordination with the Aircraft Maintenance Inspector makes a written determination that it is equal to or better than the discontinued item and provided that it is sold at the same price or less than the discontinued item.

SEC. 2.15 SHIPPING DAMAGE

The State will not accept or pay for damaged goods. The Contractor must file all claims against the carrier(s) for damages incurred to items in transit from the point of origin to the ultimate destination. The State will provide the

Contractor with written notice when damaged goods are received. The State will deduct the cost of the damaged goods from the invoice prior to payment. The Contractor must file all claims against the carrier(s) for reimbursement of the loss.

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SEC. 2.16 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

Any contract resulting from this solicitation will contain a not-to-exceed dollar amount. Because the State anticipates that additional avionics-related services may become necessary during the term of the contract due to operational requirements, mission changes, unforeseen maintenance conditions, regulatory updates, or similar factors inherent to aircraft operations, the contract will contain a clause authorizing the State to increase the not-to-exceed amount and/or add additional in-scope services if necessary. Any such increases or additions will apply only to these anticipated services, will remain within the general Scope of Work of this solicitation, and will be executed through a written contract amendment processed by the procurement officer and signed by both the State and the Contractor.

Additional work will be billed in accordance with the established contract rates, or if not previously priced, at rates negotiated at the time of amendment. All amendments will comply with applicable State of Alaska statutes, regulations, and procurement policies. This clause does not obligate the State to issue any amendments, nor does it limit the State’s ability to pursue a new solicitation or an Unanticipated Amendment Exemption (UAE) if appropriate.

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. 2.17 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. 2.18 BILLING INSTRUCTIONS

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

1. Work Hours

2. Hourly Rate

3. Individual part or kit name, part number, and serial number

4. Listed contractor (wholesale) price and markup for parts and supplies

5. Detailed description of work performed

6. Complete aircraft tail registration number

7. DPS Agency contract number

Invoices shall be sent via email to the following address: dps.aircraftpayables@alaska.gov

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 in accordance with

Alaska Statute 37.05.285 (a). Questions concerning payment must be addressed to the ordering agency.

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SEC. 2.19 WARRANTY

The Contractor warrants every unit purchased against faulty materials and workmanship for a minimum period of at least 12 months or 100 flight hours, or for scheduled maintenance tasks, until the work is repeated or superseded.

If, during this period, faults develop with the unit or its components, they will be repaired or replaced at no cost to the State, including all transportation or freight costs.

Bids that include supplemental warranties will be accepted; however, supplemental warranties that conflict with or diminish the State's rights under this warranty clause will be considered null and void. The State is not responsible for identifying conflicting warranty conditions prior to contract award.

If a manufacturer offers a warranty that exceeds or enhances the warranty requirements stated in this ITB, the manufacturer’s more favorable warranty terms will prevail and apply to the State. After award of the Contract:

1. if a conflict arises between the supplemental warranty and the warranty in this ITB, the warranty that provides the greater rights and protections to the State will prevail. If the supplemental warranty diminishes the State’s rights, the ITB warranty will prevail; and

2. if the application of a supplemental warranty would diminish the State’s rights under this ITB warranty, the supplemental warranty will be considered null and void and the ITB warranty will prevail. If the supplemental warranty provides greater rights or protections to the State, the supplemental warranty will prevail.

By signature on the face page of this ITB the bidder acknowledges this requirement and indicates unconditional acceptance of this warranty clause.

SEC. 2.20 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 any 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

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Additional information that the Contractor shall hold as confidential during the performance of services under this

Contract includes:

Aircraft location information, including the physical location of any aircraft stored, maintained, or inspected at a vendor’s facility. Aircraft records and documentation, including maintenance logs, manuals, technical data, inspection notes, and any other materials related to the aircraft’s condition or configuration. The Contractor shall ensure that non-authorized individuals are not permitted access to these locations, and that this information is not shared with anyone without a need to know or shared publicly.

Aircraft access includes schedules, inspection needs, parts lists, and any procedures necessary for the aircraft. Only authorized Contractor personnel and individuals required by the State to perform the work may enter, board, or otherwise access the aircraft. Guests and visitors shall not enter or approach the aircraft.

The Contractor shall ensure that no person takes photographs, videos, notes, or recordings of the aircraft or its documentation, and that no aircraft-related information is shared with the public.

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.

SEC. 2.21 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.

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“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. 2.22 INSURANCE

Without limiting the Contractor's indemnification, it is agreed that the Contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the

Contractor's policy contains higher limits, the State shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the Procurement Officer prior to contract approval and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions. Failure to provide satisfactory evidence of insurance or lapse of the policy is a material breach of this Contract and shall be grounds for termination of the Contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21.

The Contractor may submit a written request for a waiver of one or more insurance requirements. However, all insurance obligations remain in full force and effect unless and until the State grants a waiver in writing. Waivers are subject to specific criteria that must be met, and submitting a request alone does not guarantee approval by the State

Proof of insurance is required for the following:

• Workers' Compensation Insurance: The Contractor shall provide and maintain, for all employees engaged in work under this Contract, coverage as required by AS 23.30.045, and where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State.

• Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per occurrence.

• Commercial Automobile Liability Insurance: covering all vehicles used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per occurrence.

SECTION 3. BID FORMAT AND CONTENT

SEC. 3.01 BID FORMS

Bidders shall use the front page of this ITB, the Bid Submission Cover Sheet, and any other forms identified in this ITB for submitting bids. All bids must be signed by an individual authorized to bind the bidder to the provisions of the ITB.

BIDDER'S CERTIFICATION

By signature on the bid, the bidder certifies that they comply with the following:

B. the laws of the State of Alaska;

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

D. the Equal Employment Opportunity Act and the regulations issued thereunder by the State and federal government;

E. the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the State and federal government and certifies that programs, services, and activities provided to the general public on behalf of the

State under a contract resulting from this solicitation comply with the Americans with Disabilities Act of 1990, 28 CFR, Part 35, Subpart B 35.130;

F. all terms and conditions set out in this ITB;

G. the price(s) submitted was arrived at independently arrived and without collusion, under penalty of perjury;

and

H. that the bid will remain open and valid for at least 90 days.

If any bidder fails to comply with [a] through [g] of this paragraph, the State reserves the right to disregard the bid, terminate the Contract, or consider the Contractor in default.

CONFLICT OF INTEREST

Each bid shall include a statement indicating whether the company or any individuals working on the Contract has a possible conflict of interest (e.g., currently employed by the State of Alaska or formerly employed by the State of Alaska within the past two years) and, if so, the nature of that conflict. The Procurement Officer reserves the right to consider a bid non-responsive and reject it or cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the Contract to be performed by the bidder.

SEC. 3.02 PRICES

The bidder shall state prices in the units of issue on this ITB. Prices quoted in bids must be exclusive of federal, state, and local taxes. If the bidder believes that certain taxes are payable by the State, the bidder may list such taxes separately, directly below the bid price for the affected item.

SECTION 4. EVALUATION AND CONTRACTOR SELECTION

SEC. 4.01 EVALUATION OF BIDS

After bid opening, the Procurement Officer will evaluate the bids for responsiveness and responsibility. Bids deemed non-responsive or non-responsible will be eliminated from further consideration.