RFP Document.pdf

25RFP16379 SD DOT Contract Pilot Services Page 1 of 11

STATE OF SOUTH DAKOTA

South Dakota Department of Transportation

700 E. Broadway Ave.

Pierre, SD 57501

25RFP16379 SD DOT Contract Pilot Services

PROPOSALS ARE DUE NO LATER THAN 09/11/2025, 5:00pm CDT

RFP #: 25RFP16379 State POC: Dawson Lewis EMAIL: Dawson.lewis@state.sd.us

READ CAREFULLY

FIRM NAME: AUTHORIZED SIGNATURE:

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGIT): FAX NO:

E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME: TELEPHONE NO:

FAX NO: E-MAIL:

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1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The State of South Dakota maintains two airplanes for use in State Business. The planes are referred to as “N975KA,” a Beechcraft 300, and “N773SD,” a Beechcraft 90. To fully utilize the planes, the State needs the services of a pilot as either pilot-in-command or second-in-command on an "as needed basis".

The text presented below is for your reference.

To respond to this RFP email Dawson Lewis at Dawson.Lewis@state.sd.us with the subject line SD DOT Pilot Services RFP. You will be sent a Microsoft Word document to fill out in order to reply.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Division of Finance & Management (the “Office”) is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota, Department of Transportation. The reference number for the transaction is RFP #25RFP16379.This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

1.3 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication 08/14/2025

Proposal Submission 5:00pm, 09/11/2025 CDT

Oral Presentations/discussions (if required) TBD

Anticipated Award Decision/Contract Negotiation 09/25/2025

1.4 SUBMITTING YOUR PROPOSAL

To respond to this RFP email Dawson Lewis at Dawson.Lewis@state.sd.us with the subject line SD DOT Pilot Services RFP. You will be sent a form to fill out.

All proposals must be completed and received in the Office by the date and time indicated in the Schedule of Activities.

Proposals received after the deadline will be late and ineligible for consideration.

The State will only accept electronic proposals via email.

The electronic version should be provided in MS WORD or in PDF format and sent to Dawson.Lewis@state.sd.us. The email must be limited to 10MB in size.

The proposal must be returned by 5:00pm, 09/11/2025 CDT.

No proposal shall be accepted from, or no contract or purchase order shall be awarded to any person, firm or corporation that is in arrears upon any obligations to the State of South Dakota, or that otherwise may be deemed irresponsible or unreliable by the State of South Dakota.

1.5 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND

VOLUNTARY EXCLUSION – LOWER TIER COVERED TRANSACTIONS

mailto:Dawson.Lewis@state.sd.us mailto:Dawson.Lewis@state.sd.us

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By signing and submitting this proposal, the offeror certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation, by any Federal department or agency, from transactions involving the use of Federal funds. Where the offeror is unable to certify to any of the statements in this certification, the bidder shall attach an explanation to their offer.

1.6 NON-DISCRIMINATION STATEMENT

The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination. By signing and submitting their proposal, the offeror certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin or disability.

1.7 CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not an entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by SDCL 5-18A. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.8 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity on the basis of Israeli national origin, or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to

RFP 25RFP16379 SD DOT Contract Pilot Services Page 4 of 11 the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.9 CERTIFICATION OF NO STATE LEGISLATOR INTEREST

Offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to any Agreement entered into as a result of this RFP. By signing an Agreement pursuant to this RFP, Offeror hereby certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

1.10 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

No oral, telephonic, telegraphic or facsimile responses or modifications to informal, formal bids, or Request for Proposals will be considered.

1.11 OFFEROR INQUIRIES

Offerors may email inquiries concerning this RFP to obtain clarification of requirements. Inquiries must be emailed to Dawson Lewis at Dawson.Lewis@state.sd.us with the subject line “SD DOT

Pilot Services RFP Questions.”

The State will to respond to offeror’s inquiries (if required) via e-mail. In addition, all inquiries and the State’s response will be posted on the state’s e-procurement system. Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified in the same manner as indicated above regarding any modifications to this RFP.

1.12 PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements.

An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected. The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

1.13 LENGTH OF CONTRACT

The initial contract will be for one (1) year.

The State will have the opportunity to renew the contract annually for up to five (5) one-year time extensions. The extension(s) will not be automatic.

1.14 GOVERNING LAW

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Venue for any and all legal action regarding or arising out of the transaction covered herein shall be solely in the State of South Dakota. The laws of South Dakota shall govern this transaction.

1.15 DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION/NEGOTIATIONS)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the State. However, the State may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offeror’s expense.

This process is a Request for Proposal/Competitive Negotiation process. Each Proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request.

The State reserves the right to negotiate on any and/or all components of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

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2.0 STANDARD CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below, along with any additional terms and conditions as negotiated by the parties:

2.1 The Contractor will perform those services described in the Scope of Work, attached hereto as

Section 3 of the RFP and by this reference incorporated herein.

2.2 The Contractor’s services under this Agreement shall commence on TBD and end on TBD.

unless sooner terminated pursuant to the terms hereof.

2.3 The Contractor will provide the State with its Employer Identification Number, Federal Tax

Identification Number or Social Security Number upon execution of this Agreement.

2.4 The State will make payment for services upon satisfactory completion of the services. The TOTAL CONTRACT AMOUNT is an amount not to exceed $_____TBD________. The State will pay Contractor's expenses as a separate item. Payment will be made pursuant to itemized invoices submitted with a signed state voucher. Payment will be made consistent with SDCL Ch. 5-26.

2.5 The Contractor agrees to indemnify and hold the State of South Dakota, its officers, agents and employees, harmless from and against any and all actions, suits, damages, liability or other proceedings that may arise as the result of performing services hereunder. This section does not require the Contractor to be responsible for or defend against claims or damages arising solely from errors or omissions of the State, its officers, agents or employees.

2.6 While performing services hereunder, the Contractor is an independent contractor and not an officer, agent, or employee of the State of South Dakota.

2.7 Contractor agrees to report to the State any event encountered in the course of performance of this Agreement which results in injury to the person or property of third parties, or which may otherwise subject Contractor or the State to liability. Contractor shall report any such event to the State immediately upon discovery.

Contractor's obligation under this section shall only be to report the occurrence of any event to the State and to make any other report provided for by their duties or applicable law. Contractor's obligation to report shall not require disclosure of any information subject to privilege or confidentiality under law (e.g., attorney-client communications). Reporting to the State under this section shall not excuse or satisfy any obligation of Contractor to report any event to law enforcement or other entities under the requirements of any applicable law.

2.8 This Agreement may be terminated by either party hereto upon thirty (30) days written notice. In the event the Contractor breaches any of the terms or conditions hereof, this Agreement may be terminated by the State at any time with or without notice. If termination for such a default is effected by the State, any payments due to Contractor at the time of termination may be adjusted to cover any additional costs to the State because of Contractor's default. Upon termination the State may take over the work and may award another party an agreement to complete the work under this Agreement. If after the State terminates for a default by Contractor it is determined that Contractor was not at fault, then the Contractor shall be paid for eligible services rendered and expenses incurred up to the date of termination.

2.9 This Agreement depends upon the continued availability of appropriated funds and expenditure authority from the Legislature for this purpose. If for any reason the Legislature fails to appropriate funds or grant expenditure authority, or funds become unavailable by operation of law

RFP 25RFP16379 SD DOT Contract Pilot Services Page 7 of 11 or federal funds reductions, this Agreement will be terminated by the State. Termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State.

2.10 This Agreement may not be assigned without the express prior written consent of the State. This

Agreement may not be amended except in writing, which writing shall be expressly identified as a part hereof and be signed by an authorized representative of each of the parties hereto.

2.11 This Agreement shall be governed by and construed in accordance with the laws of the State of

South Dakota. Any lawsuit pertaining to or affecting this Agreement shall be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

2.12 The Contractor will comply with all federal, state and local laws, regulations, ordinances, guidelines, permits and requirements applicable to providing services pursuant to this Agreement, and will be solely responsible for obtaining current information on such requirements.

2.13 The Contractor may not use subcontractors to perform the services described herein without the express prior written consent of the State. The Contractor will include provisions in its subcontracts requiring its subcontractors to comply with the applicable provisions of this Agreement, to indemnify the State, and to provide insurance coverage for the benefit of the State in a manner consistent with this Agreement. The Contractor will cause its subcontractors, agents, and employees to comply, with applicable federal, state and local laws, regulations, ordinances, guidelines, permits and requirements and will adopt such review and inspection procedures as are necessary to assure such compliance.

2.14 Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement shall belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. Papers, reports, forms, software programs, source code(s) and other material which are a part of the work under this Agreement will not be copyrighted without written approval of the State.

2.15 The Contractor certifies that neither Contractor nor its principals are presently debarred, suspended, proposed for debarment or suspension, or declared ineligible from participating in transactions by the federal government or any state or local government department or agency.

Contractor further agrees that it will immediately notify the State if during the term of this Agreement Contractor or its principals become subject to debarment, suspension or ineligibility from participating in transactions by the federal government, or by any state or local government department or agency.

2.16 Any notice or other communication required under this Agreement shall be in writing and sent to the address set forth above. Notices shall be given by and to ______TBD___________ on behalf of the State, and by _____TBD_________, on behalf of the Contractor, or such authorized designees as either party may from time to time designate in writing. Notices or communications to or between the parties shall be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination shall be sent by registered or certified mail, or, if personally delivered, when received by such party.

2.17 In the event that any court of competent jurisdiction shall hold any provision of this Agreement unenforceable or invalid, such holding shall not invalidate or render unenforceable any other provision hereof.

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2.18 All other prior discussions, communications and representations concerning the subject matter of this Agreement are superseded by the terms of this Agreement, and except as specifically provided herein, this Agreement constitutes the entire agreement with respect to the subject matter hereof.

3.0 SCOPE OF WORK

To provide pilot-in-command services and second-in-command services for piloting the N975KA (a BE300) and N773SD (a BE-90).

3.1 General Requirements

3.1.1 Represent the flight operation in a professional manner ensuring both technical accuracy and passenger service.

3.1.2 Perform safe aircraft operations including taxi, takeoff, and landing per FAA guidelines, OEM checklists, and SOPs.

3.1.3 Greet and brief passengers on itinerary, weather, and safety updates.

3.1.4 Brief the Second-in-Command on normal and emergency procedures.

3.1.5 Maintain up-to-date knowledge to enhance pilot competency and professionalism.

3.1.6 Ensure on-time departures.

3.1.7 Act as final authority over aircraft operations and compliance when Pilot-in-command.

Communicate maintenance issues promptly.

3.1.8 Complete required maintenance paperwork.

3.1.9 Perform other duties as assigned.

3.2 Technical Requirements

3.2.1 FAA multi engine ATP License to include BE-300 single pilot type rating

3.2.2 Current FAA Class 1 or 2 medical

3.2.3 Minimum total flight time of 5,000 hours

3.2.4 BE-300 flight time of 750 hours

3.2.5 Multi engine turbine pilot in command flight time of 4,500 hours

3.2.6 BE-300 insurance approved simulator training within the last 12 months

3.3 Insurance Requirements

3.3.1 The Aircraft may only be flown by the pilots that have all the qualifications shown in this RFP and provided also that all pilots are properly certificated, rated and qualified under the current FAA regulations which apply to the operation of the Aircraft. Contracted pilots are covered under the State’s aircraft insurance policy as long as the pilot complies with the provisions of this section.

3.3.2 Contract pilots must be approved by the DOT Chief Pilot

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To respond to this RFP email Dawson Lewis at Dawson.Lewis@state.sd.us with the subject line SD DOT Pilot Services RFP. You will be sent a Microsoft Word document to fill out in order to reply.

4.0 PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

4.1 The offeror is cautioned that it is the offeror's sole responsibility to submit information related to the evaluation categories and that the State of South Dakota is under no obligation to solicit such information if it is not included with the proposal. The offeror's failure to submit such information may cause an adverse impact on the evaluation of the proposal.

4.2 Offeror's Contacts: Offerors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc. to the buyer of record indicated on the first page of this RFP, Dawson Lewis at Dawson.Lewis@state.sd.us. Offerors and their agents may not contact any state employee other than the buyer of record regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Offerors and their agents who have questions regarding this matter should contact the buyer of record.

5.0 PROPOSAL RESPONSE FORMAT

5.1 Email Dawson.Lewis@state.sd.us and request a copy of the SD Pilot Services Response Form.docx.

Save it as YOUR NAME SD DOT Pilot Services Response form.docx and email back to Dawson.Lewis@state.sd.us.

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6.0 PROPOSAL EVALUATION AND AWARD PROCESS

6.1 After determining that a proposal satisfies the mandatory requirements stated in the Request for Proposal, the evaluator(s) shall use subjective judgment in conducting a comparative assessment of the proposal by considering each of the following criteria. Note that the below list is required by law.

However, not all of them will be used. Text in italics are notes to help you understand the criteria.

6.1.1 Specialized expertise, capabilities, and technical competence as demonstrated by the proposed approach and methodology to meet the requirements; Your experience, certifications, and flight hours are the most important factor in our review.

6.1.2 Availability to South Dakota;

In evaluating responses points are awarded for proximity to Pierre. For example, a pilot in Bismarck, ND, will score higher than one in Billings, MT.

6.1.3 Cost

All other things being equal a lower daily rate will score higher

6.1.4 Record of past performance, including price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration;

The response form asks for three contacts for similar work.

NOTE: Items 6.1.5 through 6.1.8 are included because of state statute. However, they will not be used as part of the scoring of responses.

6.1.5 Resources available to perform the work, including any specialized services, within the specified time limits for the project;

6.1.6 Familiarity with the project locale;

6.1.7 Proposed project management techniques; and

6.1.8 Ability and proven history in handling special project constraints.

6.2 The qualifications of the personnel proposed by the offeror to perform the requirements of this RFP, whether from the offeror's organization or from a proposed subcontractor, will be subjectively evaluated. Therefore, the offeror should submit detailed information related to the experience and qualifications, including education and training, of proposed personnel.

6.3 The State reserves the right to reject any or all proposals, waive technicalities, and make award(s) as deemed to be in the best interest of the State of South Dakota.

6.4 Award: The requesting agency and the highest ranked offeror(s) shall mutually discuss and refine the scope of services for the project and shall negotiate terms, including compensation and performance schedule. The agency may choose more than one pilot.

6.4.1 If the agency and the highest ranked offeror(s) are unable for any reason to negotiate a contract at a compensation level that is reasonable and fair to the agency, the agency shall, either orally or in writing, terminate negotiations with the contractor. The agency may then negotiate with the next highest ranked offeror(s).

6.4.2 The negotiation process may continue through successive offerors, according to agency ranking, until an agreement is reached, or the agency terminates the contracting process.

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7.0 COST PROPOSAL

Make sure to fill out the cost section in SD DOT Pilot Services Response form.docx. You will list your daily rate.

The State of South Dakota will reimburse reasonable travel costs if you have to travel to your assignment.

Costs while traveling on assignment will be covered by the state of South Dakota.

To respond to this RFP email Dawson Lewis at Dawson.Lewis@state.sd.us with the subject line SD DOT Pilot Services RFP. You will be sent a form to fill out.