Idaho Department of Lands

REQUEST FOR PROPOSAL

Single Engine Airtanker (SEATS)

RFP # 1251

TABLE OF CONTENTS

RFP ADMINISTRATIVE INFORMATION

RFP Title:

Single Engine Airtanker (SEATS)

RFP Project Description:

Secure an exclusive use agreement with a qualified contractor to provide Four (4) Single Engine Airtanker (SEATS) aircraft (Type 3)

RFP Lead:

Sherry Leason, IDL Contracts Officer Idaho Department of Lands (IDL) sleason@idl.idaho.gov 208.666.8659

IPRO IOGIN

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Thursday, March 19, 2026 at 10:00 a.m. Pacific Daylight Time (PDT) 3284 W. Industrial Loop Coeur d’Alene, ID 83815 Conference Room: TBD

Deadline to Receive Questions:

Friday, March 26, 2026, 11:59 p.m. Pacific Time

RFP Closing Date:

Anticipated Wednesday, April 15, 2026, 3:00 p.m. Pacific Time See IPRO Header Document for current closing date and time.

Public Opening Date:

9:00 a.m. Pacific Time the following business day after close.

Anticipated Evaluation Dates:

April 15, 2026 – April 29, 2026

Anticipated Intent to Award:

May 7, 2026

Anticipated Contract Award Date:

May 14, 2026

Initial Term of Contract and Renewals:

See Draft Contract Section 3

Single Engine Airtanker (SEATS)

OVERVIEW

1.1. Purpose

The Idaho Department of Lands (IDL) is seeking proposals from qualified contractors for the exclusive use of Two (2) Single Engine Airtanker (SEATS) aircraft (Type 3) that are Interagency carded and approved, fully operated by qualified and proficient personnel, and meeting the requirements of this RFP. Contractor services include provision of aircraft, personnel, and all other associated equipment as prescribed in this Request for Proposal (RFP).

1.2. Resulting Contract

If the State awards a contract from this Solicitation, it will do so by issuing a Contract document from the State’s eProcurement system, IPRO POWERED BY LUMA, which will be an acceptance of the successful offer. The Contract will be comprised of that contract document; this RFP, including any incorporated documents; the successful Proposal, including any clarifications requested by the state of Idaho (State); and an artifact formalizing any requirements agreed upon through contract discussions or negotiations, if applicable.

1.3. Standard Contractor Information

1.3.1. Addenda

It will be the respondent’s responsibility to check for any addenda prior to submitting a proposal. In the event it becomes necessary to revise any part of the solicitation documents, addenda will be made available. Information given to a respondent will be available to all other respondents if such information is necessary for purposes of submitting a proposal or if failure to give such information would be prejudicial to uninformed respondents. All information will be publicly posted at IDL Contracting and IPRO powered by Luma.

1.3.2. Burden of Proof

ANY VARIATIONS of brand names or deviations from the specifications MUST BE CLEARLY STATED. It shall be the responsibility and burden of the submitting Offeror to furnish the State WITH ITS ORIGINAL SUBMISSION sufficient data to determine if the goods or services offered conform to the specifications.

1.3.3. Oral Information

The State will not be responsible for any verbal or oral information regarding a proposal.

1.3.4. Disqualification Information

The state reserves the right to make reasonable inquiry to determine the responsibility of a contractor. Such requests may include but not be limited to financial statements, credit ratings, statements of experience and past performance, references, etc. Successful contractors must show to the satisfaction of the Idaho Department of Lands that they have sufficient equipment and work crews to complete the work contracted by the time specified. The unreasonable failure of a contractor to promptly supply information in connection with such a request is reason for disqualification. Except as otherwise provided by law, information furnished by the contractor pursuant to this provision may not be disclosed outside the Idaho Department of Lands without prior written consent of the Contractor. Disqualification of a high-ranking contractor may be pursued when their reputation, experience or references are such as creating a doubt about satisfactory job completion or if the cost proposal is considerably below Department estimates and all other competing cost proposals. The IDL Solicitation Lead will contact the contractor and request that they disqualify themselves by withdrawing in writing. If the contractor refuses to withdraw, the IDL Solicitation Lead may notify the contractor in writing or email that the Department will not offer the contractor a contract and proceed with an award to the next responsible contractor.

1.3.5. Partnerships

Contractors responding as partners must furnish the Idaho Department of Lands the name of the partnership, names of the partners, and the partnership's federal taxpayer ID number. All payments will be made to the partnership.

1.3.6. Internal Revenue Services Reporting Requirement

IRS rules and regulations require employers to submit a miscellaneous income form (IRS form 1099) for all contractual persons who receive $600 or more in a calendar year. Incorporated firms are exempt from this reporting requirement. The contractor's taxpayer identification number (Social Security or employer number) must be listed on the signature page of the contract.

1.3.7. Workers Compensation Insurance

All persons working for the State under any contract of hire, expressed or implied, must be covered by worker’s compensation insurance. (Reference Title 72, Idaho Code). Contact the Idaho Industrial Commission with any Worker’s Compensation questions.

Any contractor who hires employees to accomplish the contracted work must provide a certificate of worker’s compensation insurance.

1.3.8. Preferences

Section 67-2349, Idaho Code, requires application of a preference in determining which contractor submitted the lowest responsive, responsible cost proposal. If the contractor who submitted the lowest cost proposal is domiciled in a state which has a preference law that penalizes Idaho domiciled contractors, then the State must apply a reciprocal preference. The penalty applied to out-of-state contractors competing against Idaho contractors is determined by the penalty applied by the contractor’s domiciliary state to its out-of-state contractors.

In determining domicile, the following “rule of thumb” will be used: Corporations – the state in which the corporation is chartered or incorporated; Sole proprietor or partnership – the state in which the permanent headquarters of the business is located.

A contractor domiciled outside the boundaries of the state of Idaho may be considered as an Idaho domiciled contractor provided that there exists for a period of one year preceding the date of the proposal a significant Idaho economic presence as defined herein. A significant Idaho economic presence shall consist of the following: (a) That the contractor maintains in Idaho fully staffed offices, or fully staffed sales offices or divisions, or fully staffed sales outlets, or manufacturing facilities, or warehouses or other necessary related property; and (b) if a corporation, that it be registered and licensed to do business in the state of Idaho with the Office of the Secretary of State.

1.3.9. Rejection of Proposals and Cancelation of Solicitation Prior to the issuance of a contract, the State shall have the right to accept or reject all or any part of a proposal when: (i) it is in the best interests of the State of Idaho; (ii) the proposal does not meet the minimum specifications; (iii) the proposal is not the highest qualifying proposal after evaluation; (iv) a finding is made based upon available evidence that a respondent is not responsible or is otherwise incapable of meeting specifications or providing an assurance of ability to fulfill contract requirements; or (v) the proposal deviates to a major degree from the specifications, as determined by the State (minor deviations, as determined by the State, may be accepted as substantially meeting the requirements). Deviations will be considered major when such deviations appear to frustrate the competitive solicitation process or provide a respondent an unfair advantage. Prior to the issuance of a contract, the State shall have the right to reject all proposals or to cancel the solicitation. Cancellation may be for reasons that include but are not limited to: (i) inadequate or ambiguous specifications; (ii) specifications have been revised; (iii) property is no longer required; (iv) there is a change in requirements; (v) all proposals are deemed unreasonable or sufficient funds are not available; (vi) proposals were not independently arrived at or were submitted in bad faith; (vii) it is determined that all requirements of the solicitation process were not met; (viii) insufficient competition; or (ix) it is in the best interests of the state of Idaho.

2. QUESTIONS

2.1. Restrictions on Communications

From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with the IDL staff, evaluation committee members, or other associated individuals, except the IDL RFP Lead and the Procurement Program.

2.2. Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1, page 1 of this RFP. This will be your opportunity to ask questions, in person, with the IDL staff. All parties interested are invited to participate either by attending the conference in-person or through a Teams Meeting. Anyone choosing to participate must pre-register to receive phone conferencing and meeting details by submitting the completed Appendix A - Pre-Proposal Conference Registration Form via email to the RFP Lead. Parties interested are asked to register by Wednesday, March 18, 2026, 4:00 p.m. Any oral answers given by IDL during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the participant’s own expense.

2.3. Questions

2.3.1. This solicitation is issued via the State’s e-Procurement system, IPRO POWERED BY LUMA. The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. In the event that it becomes necessary to revise any part of this RFP, addenda/amendments will be posted at IPRO.

It is the responsibility of parties interested in this RFP to monitor IPRO for any updates or addenda (See Section1.5). Any oral interpretations or clarifications of this RFP must not be relied upon. All changes to this RFP will be in writing and must be posted to IPRO to be valid.

2.3.2. Questions or other correspondence must be submitted in writing to the RFP Lead (see contact information in the RFP Administrative Information, page 1). QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. MOUNTAIN TIME ON THE DATE LISTED IN THE RFP ADMINISTRATIVE INFORMATION.

2.3.3. Written questions must be submitted using Appendix B - Offeror Questions by sending to sleason@idl.idaho.gov . Official answers to all written questions will be posted on IPRO POWERED BY LUMA as an amendment to this RFP, DO NOT SUBMIT QUESTIONS VIA IPRO.

2.4. Vendor Proposed Modifications and Exceptions to Requirements, Terms, and Conditions

2.4.1. Vendors must submit any proposed modifications to the requirements, terms, or conditions of the RFP on Appendix C – Modifications and Exceptions prior to the deadline to submit questions. Questions regarding these requirements must contain the following:

· The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

· Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

· Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

2.4.2. In the event that a Proposal contains modifications or exceptions to any Solicitation requirements, terms, or conditions which are not addressed during the question and answer period, they must be identified and submitted on Appendix C - Modification and Exception Form and must contain the same information outlined in Section 2.3.1, above. The State will not consider any modifications or exceptions that are not identified specifically on Appendix C.

2.4.3. The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. See Appendix C - Modification and Exceptions. The Idaho Department of Lands may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. In the event that the Offeror has conditioned its Proposal on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Offeror will be given the opportunity to retract the proposed modifications or exceptions from its Proposal. Failure to do so will result in the Offeror’s Proposal being found non-responsive, after which it will receive no further consideration.

2.4.4. Non-material modifications or exceptions may be discussed with the apparent successful Offeror, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Offeror to amend its Proposal and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Proposal non-responsive.

2.4.5. Except as otherwise provided within the Solicitation, the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the RFP Closing Date.

3. INSTRUCTIONS FOR SUBMISSION OF PROPOSAL

3.1. General Instructions

3.1.1. Proposals must be submitted electronically, as detailed below. Except as otherwise addressed in this solicitation, all submission materials must be submitted at the same time (in a single package or electronic submission). If multiple submissions are received, only the latest timely submission will be considered.

3.1.2. Alternate proposals are not allowed.

3.1.3. All electronic files must be in Microsoft Word, Excel, or PDF format; the only exception is financials, brochures or other information only available in an alternate format.

3.1.4. It is mandatory to submit your Proposal electronically via IPRO POWERED BY LUMA, all Offerors participating in this Solicitation must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.2. Trade Secrets

The State broadly describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (REQUIRED),Offerors must also:

3.2.1. Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.2.2. Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Public Records Law.

3.2.3. Submit a redacted copy of the Proposal with all trade secret information removed or blacked out. The redacted copy must be submitted electronically, with the word “redacted” in the file name, whether the Proposal is submitted manually or electronically.

3.3. Electronic Submission

3.3.1. Electronically submitted Proposals must be submitted through IPRO POWERED BY LUMA. When submitting through IPRO, enter your Cost in IPRO as “$0,” and UPLOAD YOUR TECHNICAL PROPOSAL, SEPARATE COST PROPOSAL, AND ALL OTHER REQUIRED SUBMITTAL ITEMS. Remember to submit an additional redacted version of the proposal if you have identified trade secrets.

3.3.2. Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the End Time to allow for resolution of technical difficulties. Be advised that the state is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties.

3.3.3. Submitting via IPRO POWERED BY LUMA, be advised that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Proposal in IPRO, the information provided on the Signature Page prevails.

3.3.4. Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

4. PROPOSAL FORMAT

These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1. Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each section, including page numbers of major Sections.

4.2. Format

Proposals shall follow the numerical order of this RFP beginning with Section 6 and continuing through the end of the applicable RFP Attachments, including all mandatory submission items detailed in Section 6 and identified throughout the RFP. Proposal sections and subsections must be identified with the corresponding numbers and headings used in this RFP. In your response, restate the RFP section and/or Section, followed with your response.

Offerors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP section from the Offeror’s response. Except for brochures, financials, work samples, or other similar submission items, all electronic Proposals must be submitted in Microsoft Word or Excel, and must not be locked. Offerors are strongly cautioned against including website links or imbedded documents in the Proposal; the State will not be responsible for the RFP Lead or any evaluator’s failure to consider information outside of or imbedded in the Proposal.

4.3. Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) section, or to comply with any mandatory specification or requirement, will render Offeror’s Proposal non-responsive and no further evaluation will occur.

(ME) Mandatory and Evaluated Response - failure to respond to any (ME) section, or to comply with any mandatory specification or requirement in an (ME) section, will render Offeror’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the section. If Offeror responds, points will be awarded based on predetermined criteria.

Note: The State also reserves the right to seek clarification on any (M), (ME), or (E) requirement.

5. PROPOSAL REVIEW, EVALUATION, AND AWARD

5.1. Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

5.1.1. All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements will be found non-responsive.

5.1.2. Evaluation Criteria

Technical Proposal:

5.2. Technical Proposal

5.2.1. The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the State, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2. The Technical Proposal will be evaluated and scored utilizing one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3. The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest raw technical score will receive all available Technical Points: 800 points. Other Proposals will be assigned a portion of the maximum available Technical Points, using the formula:

800 X raw score of technical Proposal being evaluated highest raw technical score.

5.3. Cost Proposal

5.3.1. The Cost Proposal will only be opened and evaluated for Offerors who are fully scored by the Evaluation Committee after meeting all responsivity/responsibility requirements

5.3.2. The scores for the Cost Proposal will be normalized as follows: The cost evaluation will be based on Total Lowest Cost. The Proposal with the Lowest Overall Total Cost proposed will receive all available Cost Points: 200 points. Other Proposals will be assigned a portion of the maximum available Cost Points using the formula:

200 x lowest overall total cost total cost being evaluated.

5.4. Responsibility

The RFP Lead may, in IDL’s sole discretion, require the apparent high point Offeror to provide documentation to demonstrate its responsibility. The RFP Lead may request documentation including, but not limited to: credit or financial reports, and references. Failure to provide requested documentation may result in the Offeror being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Offeror’s responsibility.

5.5. Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points. IDL reserves the right to award multiple contracts, in the best interest of the State, based on services offered, and qualifications.

5.5.1. Award Procedures

IDL reserves the right to enter into negotiations in accordance with IDL Procurement Policy 455.

The State will notify all respondents by email, of its intent to award a contract and the party(s) to whom the contract will be awarded. After elapse of the five (5) day appeal period, if no appeals are received, the State will award a contract to the successful respondent(s).

Respondents to whom a contract has been awarded will have fourteen (14) calendar days from the date of the award notice to return to the State a signed copy of the contract along with the required bonding and certificates of insurance. If the State does not receive such documents within the specified time period, the State may declare, at its sole discretion, that all respondents’ rights to the contract are forfeited, and the State may proceed without further delay or notice to award the contract to the next low respondent.

6. MANDATORY SUBMISSION REQUIREMENTS

The technical proposal begins with the mandatory items identified in this list and the following sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; OFFERORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

☐ (M) Cover Form/Signature Page: All Proposals much be submitted with a completed and Signed Appendix D, Cover Form. This form also serves as your company’s Signature Page and should be included as the first page or near the beginning of your Technical Proposal. This form MUST be completed and signed by an individual with the legal ability to bind your company to its entire proposal, including all cost-related information.

☐ (M) Acknowledgement of Amendments/Addenda: If the RFP is amended, the Offeror must acknowledge each amendment in IPRO powered by Luma. Failure to acknowledge each amendment acknowledgement with the Proposal may result in the Proposal being found non-responsive.

☐ Section 7: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ Section 8: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ Section 9: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ (ME) Cost Proposal: Provide your cost information on the form provided in Exhibit 15 Pricing Schedule. Submit the Cost Proposal in a separately uploaded file or separately sealed envelope.

☐ Redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.

☐ Review the required types and levels of insurance, these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Offeror should not purchase additional insurance in reliance of being awarded a contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract.

7. BUSINESS INFORMATION

7.1. (ME) Business Profile Provide a profile of your business including Offeror’s business history, description of current service area, and customer base.

7.2. (ME) Experience Describe in detail your knowledge and experience in providing services similar to those required in this RFP. Offeror must have at least three years of contiguous, recent experience providing services like those outlined in this solicitation to be considered during evaluation and contract award.

7.2.1. Your response to this section must include a summary of every contract your company has had for SEATS services in the past three years, including but not limited to: type of asset, contract type, number of assets and time period.

7.2.1.1. Contact information for those customers must be included.

7.2.1.2. Note specifics about each contract, including days of availability and operational details.

7.2.1.3. Provide evaluation/feedback received from customers.

7.2.2. Your response to this section must include at least one contract example that was entered into for the express purpose of providing fire suppression or fire-related services utilizing a SEATS.

7.3. (M) Organizational Chart Provide a copy of your organizational chart, including details of any relationships with parent and subsidiary organizations.

7.4. (ME) Demonstrated Success Provide specific data demonstrating previous success with providing exclusive-use SEATS contract services to customers, with a particular highlight on fire-response activities.

8. ORGANIZATION AND STAFFING

Describe your qualifications to successfully meet the requirements of the RFP by providing a detailed response to the following:

8.1. (ME) Contract Manager Identify the person who will be the dedicated contract manager (i.e., project lead) if Offeror is awarded a contract. Provide a description of the proposed contract manager’s experience and qualifications. Additionally, you must submit a resume in response to this section.

8.2. (ME) Key Personnel and Qualifications Provide a list of key management, pilots, ground crew, maintenance personnel (e.g. mechanics) and other roles to be used in the fulfillment of this Contract (in addition to the contract manager). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Although resumes are not required for each of these personnel, resumes may serve as a helpful exhibit for evaluation purposes. Your response should demonstrate the extent to which you have the expertise to accomplish the contractual requirements outlined in the Scope of Work and any applicable Attachments/Exhibits.

8.2.1. (M) Pilots – in addition to the information required by 8.2, there is additional documentation required for each pilot identified in your personnel list. Provide the following:

8.2.1.1. Copy of all current FAA licenses.

8.2.1.2. Total flight hours in a SEAT.

8.3. (M) Subcontractors If you intend to utilize subcontractors, describe the extent to which they will be used to comply with Contract requirements. Include each position providing service and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract. Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all contractual requirements. NOTE: The information provided for subcontractors, if any, will be evaluated as part of Section 8.2.

If you do not intend to utilize subcontractor(s), provide a statement to that effect.

9. SCOPE OF WORK

All sections of the Scope of Work are required contract services, and are intended to elicit comprehensive responses framed by all contractual requirements as outlined in the Scope of Work, Contract Conditions, Attachments/Exhibits included with this RFP. Use this proposal outline as part of your response to the RFP. Keep in mind, the evaluators will be scoring your proposal based on the methodologies proposed and the completeness of the response to each item listed below. You must describe in detail how you will meet each requirement marked (M) or (ME) below. Include personnel, proposed timelines, methodologies, and any pertinent information that will be required from IDL in order to achieve full compliance with all tasks and deliverables.

9.1. (M) Mandatory Documentation Note: this documentation can be provided in-line or as exhibits/separate documents, but Offeror should clearly state how this documentation is provided in its response. Designate response with the RFP section number. Offeror must provide the following:

9.1.1. A copy of the first page of FAA certificate Part 137.

9.1.2. Airworthiness Certificates: A valid copy of the airworthiness certificate for each offered aircraft.

9.1.3. Aircraft Registration: A valid copy of the registration for each offered aircraft.

9.1.4. Interagency Carding/Approval: A valid and current copy of the following Interagency Carding documents:

9.1.4.1. Interagency Pilot Qualification Card – see Scope of Work Attachment B for specifics.

9.1.4.2. Interagency Aircraft Data Card – see Scope of Work Attachment B for specific requirements.

9.1.4.3. Interagency FSV/SSV Data Card – see Scope of Work Attachment B for specific requirements.

9.1.5. Completed Aircraft Questionnaire for aircraft offered (Fillable PDF Exhibit 13)

9.1.6. Completed Aircraft Information Form for aircraft offered (Fillable PDF EXHIBIT 14)

9.1.7. Provide all appropriate charts and calculations to support the performance characteristics of the proposed aircraft. Use current and correct performance charts from the Aircraft Flight Manual or Flight Manual Supplement as appropriate.

9.1.8. Provide a current (within 60 months of the solicitation closing date) aircraft weight and balance record, equipment list certified accurate at the time of weighing, and any calculations indicating changes to the aircraft and equipment list that may have occurred after the time of weighing. Weight and Balance Handbook (FAA-H-8083-1B) can be used as a guide.

Note: For all performance calculations, the aircraft empty-weight must include all installed equipment required by this contract. Calculations showing equipment removed or added to meet contract specifications must be included.

9.1.9. NON-MANDATORY INFORMATION – Please provide if you have available: Current 14 CFR Part 135 Operating Certificate

9.2. (ME) Company Safety, Training, and Maintenance Programs The following subsections under 9.2 are in alignment with FAA/IS-BAO elements/requirements. Offerors can use the headings below to guide responses. Utilize EXHIBIT 7 - SAFETY MANAGEMENT SYSTEM (SMS), FLIGHT TIME, ACCIDENT HISTORY, AND FAA VIOLATION QUESTIONNAIRE Exhibit 7 is found in Scope of Work and Special Terms document beginning on page 90. Each categorical heading from that questionnaire has been included here as a titled subsection and will be evaluated individually.

9.2.1. Safety Policy

Category 1, Reference Numbers 1-12.

9.2.2. Safety Risk Management

Category 2, Reference Numbers 13-16

9.2.3. Safety Assurance

Category 3, Reference Numbers 17-23.

9.2.4. Safety Promotion

Category 4, Reference Numbers 24-30.

9.2.5. Flight Time, Accident History, and FAA Violations (five years: 1/1/2020 - 12/31/2025) Category 5, Reference Numbers 31-33

APPENDIX A – PRE-PROPOSAL CONFERENCE REGISTRATION FORM

IDL RFP 1251 Single Engine Airtanker (SEATS)

Single Engine Airtanker (SEATS)

Oral Information: Questions concerning an RFP must be directed in writing to the RFP Lead in the time period prescribed in the RFP document. Vendors are cautioned against relying on any verbal information and do so at the Vendor’s sole risk. The RFP may only be amended by written documentation posted as described in Questions Section 2.3.

Potential Offerors choosing to participate in the Pre-Proposal Conference must pre-register by submitting this completed form, via e-mail, to the RFP Lead at sleason@idl.idaho.gov . After the RFP Lead receives your form and the registration deadline passes, you will be sent an invitation to the Teams Meeting and meeting details. Please indicate in the appropriate column if your attendance will be in-person or in Teams. Attendees are asked to register for the Pre-Proposal Conference no later than 4:00 pm, Pacific Time (PT), Wednesday, March 18, 2026.

PLEASE PRINT:

APPENDIX B – OFFEROR QUESTIONS

IDL RFP – 1251 Single Engine Airtanker (SEATS) Instructions:

DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

1. Enter the RFP section number that the question is for in the “RFP Section” field (column 2). If the question is a general question not related to a specific RFP section, enter “General” in column 2. If the question is in regards to an IDL Term and Condition or a Special Term and Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Appendix A”) in the “RFP Section” (column 2), and the attachment page number in the “RFP page” field (column 3).

1. Do not enter text in the “Response” field (column 5). This is for IDL’s use only.

1. Once completed, this form is to be e-mailed per the instructions in the RFP. The e-mail subject line is to state the RFP number followed by “Questions.” DO NOT SUBMIT QUESTIONS VIA IPRO IDL RFP 1251 – Single Engine Airtankers (SEATS)

Company Name: _ __________ Name of Individual Submitting Questions:

Phone: _____ E-mail:

APPENDIX C – MODIFICATION AND EXCEPTIONS

IDL RFP – 1251 Single Engine Airtanker (SEATS)

1. Idaho Terms and Conditions Background Information.

Idaho Terms and Conditions – Background The Idaho Department of Lands is subject to statutes, rules and policies that result in terms and conditions unlike those common in contracts between private parties. The Idaho Department of Lands may not have authority to vary many of these terms and in some instances, variations are void under Idaho law.

Idaho is not unique. Many of the terms in the Idaho Department of Lands Terms and Conditions are similar to terms offered by most federal, state, and local government agencies. Vendors who seek to work with government agencies should become familiar with these terms. The discussion below is provided to assist you in becoming familiar with the legal and policy basis for the terms and to provide information for you to evaluate the risks and benefits of working with public entities.

Termination – Costs of Re-procurement The Idaho Department of Lands terms concerning termination specifically identifies the costs of re-procurement as a damage arising from a breach of the contract by a vendor. This damage is identified because of the public agency budgeting process and the competitive solicitation process required by Idaho’s purchasing laws. The Idaho purchasing laws provide a preference for open, competitive procurements. These procurements come at a cost to the Idaho Department of Lands, which is generally included in the agency budget requested from the Idaho Legislature more than twelve months prior to incurring the expense. Unlike a private business, public agencies cannot independently pass through the costs of re-procurement to Idaho taxpayers, who are the customers of government. Instead, Idaho agencies must submit a request for the costs to the Idaho Legislature in a subsequent budget year, which is usually after the need to secure a replacement vendor for the breaching contractor arises. As a matter of public policy, the contractor whose breach caused the damage of requiring re-procurement must pay those costs at the time of breach so that the public can receive the benefit of the contract made on its behalf through re-procurement of a new contract. This policy is reflected in the Idaho Department of Lands Terms and Conditions provision concerning termination and Idaho Department of Lands does not generally vary this requirement.

Termination – Fiscal Necessity Idaho Constitution Article VII, section 11 prohibits an expenditure in excess of a legislative appropriation. Idaho Code section 59-1015 prohibits state agencies and officers from entering into contracts that create any expense or liability in excess of an appropriation. Idaho Code section 59-1016 provides that any such contract is void. An appropriation can be reduced under Idaho law through “give backs” and “hold backs” issued by the executive branch. When the Idaho Department of Lands enters into a contract, it must contain the term allowing for termination for fiscal necessity to comply with these provisions. Variation of this term is not offered.

Anti-Discrimination/Equal Employment Opportunity IDL’s contractors are required to comply with federal civil rights and anti-discrimination laws. Variation of this term is not offered to prevent a breach of IDL’s obligations under its agreements with the United States.

Taxes The Idaho Department of Lands is exempt from the payment of taxes and provides that the contractor is responsible for all taxes assessed against the contractor as a result of doing business with the State of Idaho. State agencies are not granted an appropriation to pay taxes due to the exemptions that apply to government agencies. As discussed above under the heading Termination – Fiscal Necessity, terms in excess of appropriation are void under Idaho law. Variation of this term is not offered.

Indemnification Many vendors request the State of Idaho offer an indemnification of the vendor. An indemnification is a promise to pay funds that have not been appropriated in the current budget year or that may occur in a future budget year that has not yet been appropriated by the Idaho Legislature. Idaho Constitution Article VII, section 11 prohibits an expenditure in excess of a legislative appropriation. Idaho Code section 59-1015 prohibits state agencies and officers from entering into contracts that create any expense or liability in excess of an appropriation. Idaho Code section 59-1016 provides that any such contract is void. Variation of this term is not offered.

In assessing the risk of doing business with the State of Idaho, vendors should consider the following. The State of Idaho has waived its sovereign immunity for torts as described in the Idaho Tort Claims Act, Idaho Code title 6 chapter 9. To the extent that the State or its employees have committed a tort, contractors have legal remedies available through that act. Tort liability is funded by the Idaho Legislature through an appropriation to the Retained Risk Program and appropriation issues do not arise in actions under the act. In addition, under existing Idaho court decisions, the State does not have sovereign immunity for contract claims arising from a properly entered contract. If the State is in breach of its contract obligations, contractors have the legal remedies available under any contract. Lastly, States are generally prohibited from the benefits of the federal bankruptcy laws. Unlike private companies, an indemnification clause is not required to preserve a remedy through the company’s insurer should the company declare bankruptcy.

Public Records All Idaho agencies are subject to the Idaho Public Records Act, Idaho Code title 74, chapter 1. The Idaho Department of Lands cannot by contract vary the requirements of the Act or agree to violate the Act by withholding records properly subject to release under the Act. The Idaho Department of Lands Terms and Conditions provision concerning disclosure of public records has been drafted to allow contractors to designate records as exempt under the provision of the Act if the contractor agrees to defend that designation and to indemnify the State of Idaho for any costs and penalties imposed under the Act. Variation of this term is not offered.

Assignments The Idaho Department of Lands cannot legally allow assignment of an agreement without written approval by the Administrator and the Idaho Board of Examiners. A contract transferred in violation of this provision can be annulled. Idaho Code section 67-1027 provides that the Idaho Controller shall not pay an assignee of a contract if the assignment has not been approved by the Idaho Board of Examiners. The Idaho department of Lands provision concerning assignment cannot be varied in a way that allows assignment without approval of the Administrator and the Idaho Board of Examiners.

Governing Law, Jurisdiction and Venue, Arbitration, Waiver of Jury Trial As a sovereign state, the State of Idaho is not subject to the jurisdiction of the courts of its sister states. The Idaho legislature has not consented to the waiver of this limitation by state agencies. The 11th amendment to the United States Constitution provides limitations on the jurisdiction of federal courts over claims against the State of Idaho. Language approved by the Idaho Legislature in 2015, provides that terms subjecting the State of Idaho to the jurisdiction of the courts of other states are void.

Agencies of the State of Idaho are subject to Idaho law and cannot vary the legal provisions governing the agency by contract. Based on this limitation, the Idaho Department of Lands will not consent to the application of laws other than the laws of the State of Idaho to all of a contract. Although extremely rare, a specific exception can be made by IDL’s legal staff to subject a particular part or part(s) of an agreement to different jurisdictional authorities, but this would be done in writing before the agreement is executed.

Idaho Code section 29-110 provides that any term of a contract subjecting a party to arbitration conducted outside the State of Idaho is void. The Idaho Department of Lands is required to consult with its Attorneys prior to consenting to arbitration. This must be captured in writing prior to the execution of the contract.

IDL must consult with its attorneys prior to consenting to wavier of the right to a jury trial. This would be captured in writing prior to the execution of the contract.

Payment Terms Idaho Code section 67-2302 establishes the general legal requirements for payments by Idaho agencies. Among other things, this section prohibits full payment on partial deliveries and establishes a statutory rate of interest and penalties on late payments. Idaho agencies cannot vary these terms by contract.

Limitations of Liability As a public entity representing Idahoans, requests to limit the liability of a contractor are considered as matters of public policy. Limitations of liability are authorized only when it is appropriate for the taxpayers of Idaho to bear the risk of the contractor’s breach or where the limitation is in excess of any reasonable contractor liability under the contract. In general, the Idaho Department of Lands expects contractors to secure insurance to provide for the reasonable risks of operating the contractor’s business. As representatives of all Idahoans and a matter of public policy, the Idaho Department of Lands will not approve limitations of liability for death or personal injury or damage to real property.

2. Modification and Exceptions Form

Instructions: Complete this form and submit prior to the questions due date if you are proposing modifications or taking exception to any of the requirements, terms, or conditions included in the RFP, including any documents incorporated by reference (such as the Draft Contract Terms and Conditions). See RFP Section 2.4 for a full explanation of the process surrounding vendor-proposed modifications and exceptions.

Offerors must specifically address any and all proposed modifications and exceptions. Blanket requests to negotiate requirements, terms, or conditions will not be considered. Offerors must provide an explanation as to why the requirement, term, or condition should be considered non-material. Offeror must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in RFP Section 2.4.1.

The determination of materiality will be made at the Idaho Department of Lands sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Offeror, at the discretion of the Idaho Department of Lands, and as otherwise provided in RFP Section 2.4.4.

IDL RFP 1251 – Single Engine Airtankers (SEATS)

Company Name: _ __________ Name of Individual Submitting Questions:

Phone: _____ E-mail:

APPENDIX D – COVER FORM

IDL RFP 1251 – Single Engine Airtankers (SEATS)

(M) Appendix D, Cover Form must be completed, signed, and submitted with your Proposal. Failure to complete and submit this form may result in your Proposal being deemed non-responsive.

Instructions: The Technical Proposal must include a signed copy of this cover form. Copy and paste this form onto your company letterhead, or include the following information: Offeror’s company name, mailing address, phone number, e-mail address, and name of Offeror’s authorized signer. The cover form must include the RFP Number and Title and must be signed by an individual authorized to commit the Offeror to the contents of the Proposal.

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐Sole Proprietorship ☐ Other (specify)

Offeror’s Tax Identification Number

EIN:

Offeror’s DUNS Number

DUNS:

Is Offeror a legal entity with the legal right to contract?

☐ Yes ☐ No

Other than modifications/exceptions identified on Appendix C, in compliance with Section 2.4 of this RFP, does Offeror accept, and is Offeror willing to comply with, the requirements of this RFP and attachments, including but not limited to those identified in Section 1.4 and the Special Terms and…