ITB 2525N097 Fairbank Regional Office Building Security.pdf

STATE OF ALASKA

INVITATION TO BID (ITB)

FAIRBANKS REGIONAL OFFICE BUILDING SECURITY

ITB 2525N097

ISSUED APRIL 02, 2025

The Department of Transportation and Public Facilities, Division of Facilities Services, is soliciting bids for Security Services for the Fairbanks Regional Office Building.

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

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

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

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

• a canceled check for the business license fee;

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

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

• a copy of the bidder’s valid business license;

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

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

• the laws of the State of Alaska;

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

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

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

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

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

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

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

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

DEPARTMENT OF TRANSPORTATION AND PUBLIC

FACILITIES

DIVISION OF PROGRAM MANAGEMENT AND

ADMINISTRATION

COMPANY SUBMITTING BID

AUTHORIZED SIGNATURE

PROCUREMENT OFFICER:

ADAM TOLLES PRINTED NAME

PHONE: (907) 451-1625

EMAIL: adam.tolles@alaska.gov DATE

STATE OF ALASKA – INVITATION TO BID ITB 2525N097

FAIRBANKS REGIONAL OFFICE BUILDING SECURITY

{ITB-3/v1/10.16.24} Page 2 of 37

TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

SEC. 1.02 DEADLINE FOR RECEIPT OF BIDS

SEC. 1.03 REQUIRED REVIEW

SEC. 1.04 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

SEC. 1.05 SITE INSPECTION

SEC. 1.06 RETURN INSTRUCTIONS

SEC. 1.07 ASSISTANCE TO BIDDERS WITH A DISABILITY

SEC. 1.08 AMENDMENTS TO BIDS

SEC. 1.09 AMENDMENTS TO THE ITB

SEC. 1.10 ITB SCHEDULE

SEC. 1.11 ALTERNATE BIDS

SEC. 1.12 SUPPORTING INFORMATION

SEC. 1.13 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK

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 PROMPT PAYMENT FOR STATE PURCHASES

SEC. 2.07 CONTRACT ADMINISTRATION

SEC. 2.08 CONTRACT PRICE ADJUSTMENTS

SEC. 2.09 CONTRACT PERFORMANCE LOCATION

SEC. 2.10 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

SEC. 2.11 SUBCONTRACTORS

SEC. 2.12 JOINT VENTURES

SEC. 2.13 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 2.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 2.15 EQUIPMENT INSPECTION

SEC. 2.16 NEW EQUIPMENT

SEC. 2.17 REMANUFACTURED/RECONDITIONED EQUIPMENT

SEC. 2.18 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

SEC. 2.19 CONTINUING OBLIGATION OF CONTRACTOR

SEC. 2.20 BILLING INSTRUCTIONS

SEC. 2.21 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 2.22 INDEMNIFICATION

SEC. 2.23 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 USE OF LOCAL FOREST PRODUCTS

SEC. 4.07 LOCAL AGRICULTURAL AND FISHERIES PRODUCT PREFERENCE

SEC. 4.08 ALASKA PRODUCT PREFERENCE

SEC. 4.09 EMPLOYMENT PROGRAM PREFERENCE

SEC. 4.10 ALASKANS WITH DISABILITIES PREFERENCE

SEC. 4.11 PREFERENCE QUALIFICATION LETTER

SEC. 4.12 EXTENSION OF PRICES

SEC. 4.13 METHOD OF AWARD

SEC. 4.14 CONTRACTOR SELECTION PROCESS

SEC. 4.15 NOTICE OF INTENT TO AWARD

SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 5.01 INFORMAL DEBRIEFING

{ITB-3/v1/10.16.24} Page 3 of 37

SEC. 5.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 5.03 AUTHORITY

SEC. 5.04 COMPLIANCE

SEC. 5.05 SUITABLE MATERIALS, ETC

SEC. 5.06 SPECIFICATIONS

SEC. 5.07 ITEM UPGRADES

SEC. 5.08 WORKMANSHIP AND MATERIALS

SEC. 5.09 CONTRACTOR SITE INSPECTION

SEC. 5.10 ORDER DOCUMENTS

SEC. 5.11 HUMAN TRAFFICKING

SEC. 5.12 RIGHT OF REJECTION

SEC. 5.13 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 5.14 DISCLOSURE OF BID CONTENTS

SEC. 5.15 ASSIGNMENTS

SEC. 5.16 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 5.17 DEFAULT

SEC. 5.18 DISPUTES

SEC. 5.19 SEVERABILITY

SEC. 5.20 CONTRACT CANCELLATION

SEC. 5.21 GOVERNING LAW; FORUM SELECTION

SEC. 5.22 QUALIFIED BIDDERS

SEC. 5.23 FEDERALLY IMPOSED TARIFFS

SEC. 5.24 PROTEST

SECTION 6. ATTACHMENTS

SEC. 6.01 ATTACHMENTS

{ITB-3/v1/10.16.24} Page 4 of 37

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

The Department of Transportation and Public Facilities, Division of Program Management and Administration, is soliciting bids for Security Services for the Fairbanks Regional Office Building located at 675 7th Ave., Fairbanks, Alaska.

SEC. 1.02 DEADLINE FOR RECEIPT OF BIDS

Bids must be received no later than 2:00PM Alaska Time on April 15, 2025, at which time they will be publicly opened. Late bids or amendments will be considered non-responsive and will not be opened or accepted for evaluation.

SEC. 1.03 REQUIRED REVIEW

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

SEC. 1.04 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

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

SEC. 1.05 SITE INSPECTION

Potential bidders are encouraged to visit the work site so that they can see the conditions under which the work described in this ITB will be performed. The bidder's failure to visit the work site will in no way relieve the bidder of the responsibility of performing the work in strict compliance with the true intent and meaning of the terms, conditions, and specifications of this ITB. Onsite inspection may be scheduled by contacting Corey Steele at 907- 451-2906.

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

{ITB-3/v1/10.16.24} Page 5 of 37

SEC. 1.06 RETURN INSTRUCTIONS

Bidders may submit one hard copy of their entire bid, in writing, to the procurement officer in a sealed package.

The sealed bid package must be addressed as follows:

If using U.S. mail, please use the following address:

Department of Transportation and Public Facilities Division of Program Management and Administration

Attention: Adam Tolles Invitation to Bid (ITB) Number: 2525N097

ITB Title: Fairbanks Regional Office Building Security

2301 PEGER ROAD

FAIRBANKS, AK 99709

If using a delivery service or courier, please use the following address:

Department of Transportation and Public Facilities Division of Program Management and Administration

Attention: Adam Tolles Invitation to Bid (ITB) Number: 2525N097

ITB Title: Fairbanks Regional Office Building Security

2301 PEGER ROAD

FAIRBANKS, AK 99709

If submitting your bid via email, the entire bid may be emailed to dotnrprocurement@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.

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 907-451-5102 to confirm that the entire bid has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.07 ASSISTANCE TO BIDDERS WITH A DISABILITY

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

mailto:dotnrprocurement@alaska.gov

{ITB-3/v1/10.16.24} Page 6 of 37

SEC. 1.08 AMENDMENTS TO BIDS

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

AAC 12.160.

SEC. 1.09 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. 1.10 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 04/02/2025 Site Inspection 10:00AM 04/08/2025 Deadline for Receipt of Bids / Bid Due Date 2:00PM 04/15/2025 Bid Evaluations Complete 04/16/2025 Notice of Intent to Award 04/16/2025 Contract Issued 04/28/2025

This ITB does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Transportation and Public Facilities, 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. 1.11 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. 1.12 SUPPORTING INFORMATION

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

{ITB-3/v1/10.16.24} Page 7 of 37

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

SEC. 1.13 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.

{ITB-3/v1/10.16.24} Page 8 of 37

SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK

The state requires the services of uniformed, unarmed security officers, who shall continually walk through the public areas in and around the Fairbanks Regional Office Building (F.R.O.B.) at 675 Seventh Avenue, to keep peace and order and protect employees and their property as well as state property.

Parking rules enforcement shall be included in these services.

SECURITY GUARD SERVICE AGENCY LICENSE AND DUTIES: The items set out below are a partial listing of the responsibilities of the Contractor. Additional Contractor responsibilities are located elsewhere in this ITB. All costs associated with the security guards and the performance of this Contract are the responsibility of the Contractor and not the state.

The Contractor's agency must be licensed per the requirements set out in the Alaska Administrative Code, Chapter 60.

It is the sole responsibility of the Contractor to ensure that all persons employed to perform any of the duties of the Contract are licensed and trained as set out in the Alaska Administrative Code, Chapter 60 and in this ITB.

Some of the security guard training and experience requirements in this ITB may exceed the requirements set out in the Alaska Administrative Code, Chapter 60. It is the sole responsibility of the Contractor to ensure that all persons employed to perform any of the duties of the Contract meet all the licensing requirements of DPS and meet any additional training and experience requirements.

It is the sole responsibility of the Contractor to ensure that all contractual duties are carried out, to ensure that all security guards are on site at all of the required times, and that security guards diligently carry out all of the performance requirements of the Contract.

It is the sole responsibility of the Contractor to provide the information to the Project Manager necessary to allow the Project Manager to review and approve training, pre-training, applications, resumes, and licenses. The Project Manager is charged with the responsibility to review and approve these documents prior to a Contract being awarded, or prior to permanent security guards being employed under the Contract.

It is the sole responsibility of the Contractor to ensure that all security guard training is provided by an instructor with at least five years experience as a security guard service supervisor or a police supervisor.

GENERAL LICENSE REQUIREMENTS:

1. General Requirements for Permanent Licenses

1) Security guards must be licensed in accordance with 13 AAC 60.050

{ITB-3/v1/10.16.24} Page 9 of 37

2) Each applicant must complete an application form and submit it to the Department of Public Safety. That application must address the following subjects:

In order to be eligible to receive a license and perform under this contract, each applicant must be:

(1) A United States citizen or resident alien with a work permit.

(2) A resident of the State of Alaska for at least 30 days before application.

(3) At least nineteen (19) years of age.

(4) Neither addicted to nor dependent on alcohol, narcotics, or other drugs.

(5) Not convicted of any felony, any crime involving moral turpitude, or any crime preventing ownership or possession of a firearm, within 10 years of application, unless a full pardon has been granted.

(6) Not suffering from any psychopathic condition or mental illness impairing the powers of memory, reason, judgment, or perception.

In addition, each applicant must furnish the following information to the Department of Public Safety:

(1) Applicants must furnish information certifying that they meet insurance requirements specified in the Alaska Administrative Code, Chapter 60.

(2) Applicants must furnish proof to DPS, and to the Program Manager if requested, that they have received at least eight (8) hours of general pre-assignment training relating to their duties and responsibilities as a security guard before they are issued a temporary security guard license of before they submit a security guard license application to the department. It is the sole responsibility of the contractor to ensure that this training is provided and completed, and that the certification is submitted with each security guard license application.

3) Prior to commencing work under this contract, The State of Alaska requires the Contractor and any principals, officers, or employees who will work on State premises provide and pay for a State of Alaska, Department of Public Safety Criminal History Report. Background checks will only be valid for One (1) year; new background checks will be required each year for all employees performing work under this contract.

Each background check will be individually reviewed by the State with sensitivity to:

location of work to be performed, occupant(s) in the facility, scope of work and State security interest.

Acceptance or denial of the individual is at the sole discretion of the State. The decision is final. Due to security and confidentiality requirements the reason why any individual is denied will not be divulged. Background checks shall remain confidential.

{ITB-3/v1/10.16.24} Page 10 of 37

The Contractor during the term of the Contract shall notify the regional Project Manager of any employee actions, arrests, judgments, or criminal activities that could affect the initial acceptance determination. This notification must be made within 7 days of the Contractor’s awareness of the condition. If the Contractor fails to comply with this paragraph, the State of Alaska may terminate the contract.

If there is a change in personnel the above information shall be supplied to the State at least 72 hours prior to the person performing work on site.

The State of Alaska will require picture identification cards. All people who will be working on the premises shall wear a picture ID CARD. All costs involved with obtaining security clearances, and picture ID cards will be borne by the successful bidder.

4) Applicants must comply with the State of Alaska Standard Operating Procedure # DGS- 011-07. A copy of this document is included in this solicitation.

5) Applicants must have a valid Alaska driver's license.

6) Applicants must have earned a high-school diploma or its equivalent.

7) Applicants must present a neat appearance, paying particular attention to personal hygiene, bearing, uniform, and equipment.

8) Applicants must pass a physical examination as stated in Alaska Police Standards Council

Regulations.

9) Applicants must submit a security guard application to DPS, on a form provided by DPS, and provide all of the information required by the Alaska Administrative Code, Chapter 60.

10) Guards must carry a current CPR/First-Aid/AED card issued by a recognized certifying agency. (Red Cross, American Heart Association, Medic First Aid) The training must be class room training. On-line training is not acceptable.

TRAINING REQUIREMENTS, ANNUAL REFRESHER TRAINING:

1. TRAINING REQUIREMENTS:

1) It is the sole responsibility of the Contractor to ensure that all security guard training is provided by an instructor with at least five years experience as a security guard service supervisor or a police supervisor.

2) Within 180 days from the date of an individual's first day of employment as a security guard they must satisfactorily complete a minimum combined total of 40 hours classroom training in the following subjects:

(1) Duties and responsibilities to the employer and client.

(2) Fire prevention.

(3) First aid.

{ITB-3/v1/10.16.24} Page 11 of 37

(4) Patrol techniques.

(5) Emergency responses.

(6) Life endangering situations.

(7) Techniques for handling inappropriate behavior.

3) It is the sole responsibility of the Contractor to arrange for this training to be provided and to ensure that each security guard completes all required training. The Contractor must submit a certification of completion for each security guard to the Project Manager within 10 days of the date this training is completed.

4) Failure to attend and pass these training courses shall be grounds for revocation of a security guard's license and/or removal of that individual from performing under the Contract.

2. ANNUAL REFRESHER TRAINING

1) All security guards must complete an annual refresher course of at least 8 hours on the topics set out in the Alaska Administrative Code, Chapter 60.

2) It is the sole responsibility of the Contractor to ensure that all security guard training is provided by an instructor with at least five years’ experience as a security guard service supervisor or a police supervisor.

3) It is the sole responsibility of the Contractor to ensure that this training is provided and that each security guard completes it. The Contractor must submit a certification of completion for each security guard to the Project Manager within 10 days of the date this training is completed.

4) Failure to attend and pass an annual refresher course shall be grounds for revocation of a security guard's license and/or removal of that individual from performing the state's Contract by DPS or the Project Manager Security guard license renewal applications must contain a certificate stating that this training has been successfully completed.

5) The Contractor shall provide records of all personnel annual refresher training to the Project Manager by fax. This information must be forwarded to the Project Manager within 30 days of the completion of training. Failure to provide these records shall be cause for a Service Deficiency Claim (SDC).

UNIFORM AND EQUIPMENT REQUIREMENTS:

1. The designation - SECURITY - must be clearly visible on all uniforms at all times. Uniforms must be complete, neat, clean, and professional. Inappropriate attire is not allowed and shall result in an SDC. The designation - SECURITY - may be displayed on a cloth or metal badge, shoulder patch, or name tag.

2. The Contractor's name must be clearly visible at all times.

3. All patrol vehicles must be clearly marked with the Contractor's name and the designation –

SECURITY.

{ITB-3/v1/10.16.24} Page 12 of 37

4. A Contractor may issue its own Company identification card to its employees. The Company identification card may not contain any indication that the holder or the Contractor is licensed by the State of Alaska.

EVALUATION OF SECURITY GUARD TRAINING AND LICENSING:

1. Prior to employment as permanent security guards under this Contract, applicants and present employees of the Contractor shall be required to submit:

1) A resume of their security guard service and training.

2) Any certificates and licensing.

2. The Contractor shall screen the resumes for proper training and licensing and forward copies of the resumes of applicants the Contractor believes are properly trained and licensed, and are individuals the Contractor wishes to consider for employment, to the state.

3. Applicant's resumes, applications, certificates, training for permanent employees, refresher training, and other ITB related items shall be requested from the Contractor and evaluated by the Project Manager or its designee. The Contractor must supply this information within 5 days of a written or oral request. This information must be submitted and evaluated by the Project Manager prior to a security guard performing any work or training under this Contract. Only upon the Project Manager’s approval shall they be allowed to perform under the Contract. This information shall be submitted in packet form to the Project Manager. This includes Drive through patrol officers, due to their access to the facility after hours. Proof of Permanent Guard licensing shall be provided within 14 days of the guard's stationing at the FROB. The inability to provide such proof will result in the initiation of an (SDC).

4. The Contractor shall be advised in writing by the Project Manager if an applicant is considered by the State to be not properly licensed, trained, and/or is not acceptable.

5. The Project Manager shall request the PROCUREMENT OFFICER to issue a Notice To Proceed when the Contractor has been properly evaluated by DPS and the Project Manager.

SERVICES AND EQUIPMENT TO BE PROVIDED BY THE CONTRACTOR: The Contractor must;

1. The Contractor must provide one (1) guard to be on duty at all times per the Daily Schedule detailed in this ITB. The Contractor must have a contingency plan in place to ensure adequate staffing levels if scheduled personnel are unavailable.

2. Ensure that all security officers employed to perform under the Contract meet the training, experience, bonding, and licensing requirements set out in this ITB; be uniformed and unarmed, and provide continual walks through the public areas in and around Fairbanks Regional Office Building and associated State Parking Facilities.

3. Provide general daily supervision and scheduling of security officers and general daily administration and management of the Contract.

4. Provide completely outfitted security guard uniforms that are neat in appearance, communication equipment, and any other equipment required to perform the Contract.

5. Answer questions, assist, and otherwise help the public.

{ITB-3/v1/10.16.24} Page 13 of 37

6. Ensure that all security guards employed are courteous and helpful to the public and to state personnel.

7. Ensure that all security guards carry a working cell phone, to be provided by the Contractor, for instant response at all times. The cell phone must be equipped with caller id. The cell phone number, to be provided to the State, must be good for the life of the Contract, as it shall be programmed into individual users' phones and could cause security response problems in the event the number is changed. The Contractor shall provide the State proof of a multi-year Contract with a cell phone provider. All security guards are to maintain a list of building phone numbers and area numbers, and respond to each call by telephone or in person (if by area number).

8. Provide required personnel to patrol the Fairbanks Regional Office Building and associated state parking facilities during the hours listed. Occasionally there shall be a need to patrol the building at times other than those listed. The agency estimates that there may be approximately one hundred (100) hours of additional patrol required. The state guarantees no minimum or maximum, however. The Contractor is obligated to provide this additional service on 24 hours written or verbal notice from the state. In the event of an urgent condition at the building, the response must be within thirty (30) minutes from time of contact with central dispatch.

9. Ensure that all guards have read and understand all policies and procedures pertaining to the buildings and their operations prior to providing service. All information shall be kept in a FROB Security Guard Duties and Emergencies Handbook maintained by the Contractor and kept at the guard station. The Handbook shall be read and signed by each guard on first assignment to the position, and monthly thereafter.

10. Provide one copy of daily security reports and all incident reports to the Project Manager within twenty-four (24) hours of the time the report is written. An accurate file must be maintained by security personnel on premises.

11. Agree that guards may be directed by the F.R.O.B. Maintenance Foreman, the Building Emergency Coordinator, and/or the Project Manger.

12. Provide a Contractor's representative to attend periodic building meetings. The meeting dates shall be provided by the F.R.O.B. foreman. One week notice shall be provided.

13. Provide a 24-hour contact phone number for the Contractor's central dispatcher. This number shall also be supplied to DOT/PF to be programmed into the FROB's elevator emergency response button (a one-way call out, two-way speaker phone communication device, intended for people trapped on the elevator). The contractor shall agree to respond to unusual circumstances after hours for a walk through security check of the FROB if dispatcher is contacted by the facility manager.

1) The central dispatcher shall be familiar with this Contract, and be aware of the fact that the dispatch phone number is programmed into the FROB elevator.

2) This 24 hour number may be used by DOT/PF personnel in the event that it is necessary to summon an after-hours response, such as altering the Drive-Through, or to request

{ITB-3/v1/10.16.24} Page 14 of 37 an immediate investigation of reported suspicious activity at the building. There shall be grounds for an SDC in the event that the on-duty dispatcher fails to initiate an appropriate response.

14. Ensure that security guards are constantly present at these buildings to perform the duties set out herein. Lunch breaks, breaks, and other absences must be arranged in a manner that facilitates such presence. Meal breaks should be scheduled before or after the 12:30 shift change to facilitate noon hour duties.

15. In the event that permanent employees are rotated from this Contract to another, or are replaced by temporary guards in the performance of the Contract, the Project Manager must be notified. If the rotation of permanent employees with temporary employees continues, the Project Manager may request an explanation why permanent employees with permanent licenses are not performing the majority of the Contract. A temporary guard placed in the facility shall be permanently licensed and pre-approved by the Project Manager.

16. In addition to the eight (8) hours of pre-training required by statute, the Contractor must provide at least six (6) hours of on the job pre-training for new guards to ensure an adequate understanding of their new duties before they are allowed to begin service. This is to be coordinated with the Project Manager with enough lead time to ensure proper training using an adequate work schedule.

17. Ensure that personal visits are not allowed, and personal phone calls are limited.

18. Keep security desk neat and completely clear of personal clutter.

19. No leisure reading of books, magazines or newspapers, or surfing the web while on duty.

GENERAL DUTIES OF SECURITY GUARDS:

1. Enforce parking regulations in state owned or leased parking garages and lots.

2. Maintain a serious demeanor and display a courteous and concerned attitude for the public and state personnel.

3. Monitor building surveillance cameras and take appropriate action when required.

4. Answer questions, assist, and otherwise help the public.

5. Resolve minor disputes and disturbances.

6. Curtail, through minimal intervention or by contacting the Fairbanks Police Department, improper or inappropriate behavior.

7. Protect State personnel, property, materials, and equipment from unauthorized access, loss, theft, and vandalism.

8. When necessary, cite parking violators as set out in this Contract.

9. Carry and use working communication equipment and working cell phone with caller id enabled.

{ITB-3/v1/10.16.24} Page 15 of 37

DAILY SCHEDULE:

FROB Daily Security Schedule

Hourly patrols of the Parking Structure, FROB lower garage, and FROB perimeter are incorporated into this daily routine.

Morning Shift

06:30 Shift Begins.

07:30 Unlock all public, non-card access, entrance doors.

08:15 Unlock Resource Room Door.

08:30 Patrol areas of FROB, FROB lower garage, FROB perimeter.

09:00 Interior patrol of FROB.

10:30 Patrol areas of FROB, FROB lower garage, FROB perimeter.

11:30 Interior patrol of FROB.

11:55 Observe proper exiting speed of all exiting vehicles for the noon time lunch hour.

12:30 Shift Change.

Afternoon Shift

12:35 Patrol areas of FROB, FROB lower garage, FROB perimeter.

15:30 Continue patrol of all areas.

16:20 Stand watch in lower garage and stringently enforce exiting speed limit.

16:30 Assist offices closing at this time.

17:00 Lock public, non card access, entrances, ask public left in building to leave and return the next business day. Patrol bathrooms and “hiding areas” for public.

17:30 Check roof access.

18:15 Final check of FROB Interior, courtesy doors, department doors, loading dock, garage, and roof doors secured. Fridays during summer months (May 1 – Sept 1) blinds should be closed. Coffee pots, heaters and fans should be turned off, coffee pots in break rooms Stations B & G should be unplugged. Lights should not be turned off by guards before this time.

18:30 End of Shift. Check and secure all exterior access doors and exit the building. Confirm door is secure upon exiting the building.

{ITB-3/v1/10.16.24} Page 16 of 37

PARKING ENFORCEMENT: The Contractor shall work with the appointed parking area coordinator (PAC) and/or the Project Manager to enforce parking rules. This includes but is not limited to patrolling parking areas and, when requested, installing boots or immobilization devices, or arranging to have vehicles towed by a company licensed and permitted in the City of Fairbanks. All parking policies and procedures are plainly stated and displayed in parking areas. Enforcement of FROB garage speeding policy will be strictly enforced.

EMERGENCY EVACUATION DUTIES: Security personnel shall work with the state appointed Building Emergency Coordinator. Security personnel responsibilities include, but are not limited to:

1. Immediately inform their supervisor and the other designated response people.

2. Assist in evacuating state personnel and the public.

3. Take necessary precautions to prevent entry into closed buildings or portions of buildings.

BOMB THREATS: In the case of a bomb threat, security personnel are to participate in visually scanning assigned areas for suspicious packages, boxes, and bags that might conceal an explosive device, report their concerns to the Project Manager, and the police. Under no circumstances are they to touch, or attempt to move or alter suspicious objects. Actual bomb investigation, defusing, removal, or detonation shall be handled by the designated explosive team.

DRIVE THROUGH PATROL: Drive through patrol shall be requested by the agency on a monthly basis when and if needed. If additional drive through patrol services are required, then the cost shall be at the monthly cost indicated in Item No. 3 under BID SCHEDULE and invoiced directly to the agency requesting the service at the end of that month. The agency estimates that there may be 8 months of drive through patrol service required for the year. The agency guarantees no minimum nor maximum, however. The Contractor must be able to begin providing this service on a monthly basis with 48 hours written or verbal notice.

1. If a drive through check is done a report must be sent daily to the Project Manager.

2. the end of each month and before any billing for service, an accurate "Drive Through Log" shall be submitted to the Project Manager. This log shall contain the full name of the patrolling officer, time, and date.

3. If requested, security personnel must perform a drive through patrol of parking areas once each night, Sunday through Thursday, and twice each night, Friday and Saturday. These patrols must occur 365 days a year – no holidays are allowed. The times of patrol must be randomly scheduled between 6:30 PM and 6:30 AM so as to best deter vandalism and ensure the security of persons working after hours. Security personnel must drive the below grade parking at the Regional Office Building.

REMOVAL OF CERTAIN SECURITY GUARDS: The state reserves the right to require removal of certain security guards if they act in a manner the state considers objectionable or inappropriate for their duties or if license requirements have not been met by the Contractor or if the guard is improperly licensed.

{ITB-3/v1/10.16.24} Page 17 of 37

COMPLAINT PROCEDURES: All complaints regarding security guard service shall be routed to the Project Manager, who shall investigate the report and record all complaints, with any comments.

1. If a Contract violation occurs, reports must be sent/made as soon as practicable, in writing, to/by the Project Manager.

2. The complaint shall clearly state the time, date, and location of the infraction. A brief, but specific, description of the incident and the names of all the people involved shall be provided.

The Project Manager shall review the complaint, and determine and cite the page and paragraph of the contract section violated.

3. The Project Manager shall review the complaint and, if required, contact the Contractor, issue a Service Contract Deficiency (SDC), and try to resolve the problem. The Project Manger and the Contractor shall make every attempt to resolve the SDC. The Project Manager shall approve or disapprove the remedy. Disapproval of the remedy may result in another SDC being issued.

Correction of the problem that led to the issuance of the SDC does not invalidate nor remove the SDC.

4. In the event the SDC cannot be resolved at the local level, the Project Manager shall refer to the Procurement Officer for final determination.

5. If any questions arise regarding this procedure during the term of the Contract, contact the Procurement Officer, at 907-451-1625.

CONTRACT SERVICE DEFICIENCIES: The contractor’s failure to provide a service required by this contract will be grounds for the state to issue a Service Deficiency Claim (SDC) to the contractor. The SDC will be provided to the contractor in writing. The contractor will advise the state, in writing, of the corrective action being taken. If a deficiency is not corrected within 7.5 working hours from the time it is issued, the state may issue another SDC and procure, from another contractor, the services necessary to correct the problem. If a contractor gets more than two substantiated SDC’s in a 30-day period or a total of 4 substantiated SDC’s during the term of a contract period, it will be grounds for the state to declare the contractor in default.

EQUIPMENT TO BE PROVIDED BY THE STATE:

1. Closet for storage of coats and equipment.

2. A locking security desk in the main corridor of the Fairbanks Regional Office for use by the

Contractor.

3. A list of all departmental contact persons and their contact numbers needed to perform the

Contract.

EQUIPMENT TO BE PROVIDED BY THE CONTRACTOR:

All other parts, components, and machines required to perform this Contract are to be provided by the Contractor and included in the total cost bid.

{ITB-3/v1/10.16.24} Page 18 of 37

SEC. 2.02 CONTRACT TERM

The length of the contract will be from the date of award, approximately April 14, 2025 through March 31, 2027 with the option to renew for two (2) additional two (2) year terms under the same terms and conditions as the original contract. Renewals will be exercised at the sole discretion of the state.

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

SEC. 2.03 CONTRACT TYPE

This contract is a Firm Fixed Price with Adjustments.

SEC. 2.04 PAYMENT FOR STATE PURCHASES

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

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

SEC. 2.05 ELECTRONIC PAYMENTS

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

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

SEC. 2.06 PROMPT PAYMENT FOR STATE PURCHASES

The state is eligible to receive a 5% discount for all invoices paid within 15 business days from the date of receipt of the commodities or services and/or a correct invoice, whichever is later. The discount shall be taken on the full invoice amount. The state shall consider payment being made as either the date a printed warrant is issued or the date an electronic funds transfer (EFT) is initiated.

https://doa.alaska.gov/dof/vendor.html

{ITB-3/v1/10.16.24} Page 19 of 37

SEC. 2.07 CONTRACT ADMINISTRATION

The administration of this contract is the responsibility of the procurement officer or person appointed by the Department of Transportation & Public Facilities, Division of Program Management and Administration.

SEC. 2.08 CONTRACT PRICE ADJUSTMENTS

A contract resulting from this ITB will include the following price adjustment clause:

Consumer Price Index (CPI): Contract prices will remain firm through April 2026.

The Contractor or State may request price adjustments, no sooner than 12 months from the Contract execution date, and no more than once per contract year. Contractors must submit a request to the State at least thirty (30) days prior to the end of the current term. All Requests must be in writing and must be received 30 days prior to the Contract renewal date.

a. If the Contractor or State fail to request a CPI price adjustment 30 days prior to the Contract renewal date, the adjustment will be effective 30 days after the State or Contractor receives their written request.

b. Price adjustments will be made in accordance with the percentage change in the U.S. Department of Labor, Bureau of Labor and Statistics, Consumer Price Index (CPI-U) for All Urban Consumers, All Items, Urban Alaska.

c. The price adjustment rate will be determined by comparing the percentage difference between the

CPI in effect for the base year reported HALF1 (January through June 2023) (depends on the timing, may be HALF2 for July-December); and each HALF1 (or HALF2) thereafter. The percentage difference between those two CPI issues will be the price adjustment rate. No retroactive contract price adjustments will be allowed. All price adjustments must be approved by the Procurement Officer prior to the implementation of the adjusted pricing. Approval shall be in the form of a Contract Amendment issued by the Procurement Officer.

d. Approval for all price increases is dependent upon full compliance with the terms of the Contract including reporting requirements.

SEC. 2.09 CONTRACT PERFORMANCE LOCATION

The location(s) the work is to be performed, completed, and managed is 675 7th Ave., Fairbanks Alaska 99701

The state will provide workspace for the contractor.

Travel to other locations will not be required.

{ITB-3/v1/10.16.24} Page 20 of 37

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

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

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

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

SEC. 2.10 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

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

SEC. 2.11 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 2.12 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 2.13 RIGHT TO INSPECT PLACE OF BUSINESS

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

SEC. 2.14 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 is subject to inspection, evaluation, and approval by the state. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract.

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

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

{ITB-3/v1/10.16.24} Page 21 of 37

SEC. 2.15 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. 2.16 NEW EQUIPMENT

Equipment offered in response to this ITB must be new equipment. New equipment means equipment that is currently in production by the manufacturer and is still the latest model, edition or version generally offered. The equipment must be warranted as new by the manufacturer and may not have been used for any purpose, other than display (not demonstration), prior to its sale to the state. The state will not accept remanufactured, used, or reconditioned equipment. It is the contractor's responsibility to ensure that each piece of equipment delivered to the state complies with this requirement. A contractor's failure to comply with this requirement will cause the state to seek remedies under breach of contract.

SEC. 2.17 REMANUFACTURED/RECONDITIONED EQUIPMENT

Remanufactured/reconditioned is acceptable provided it meets the requirements of this clause and the requirements of the rest of this ITB. Remanufactured/reconditioned equipment is defined as used equipment that has been remanufactured/reconditioned and restored to new condition. All remanufactured/reconditioned equipment must have the same warranty as new equipment and be certified as maintainable by its manufacturer.

Bidders should attach a copy of this certification to their bid. A bidder's failure to provide the document(s) mentioned above, within the time required by the state, will cause the state to consider the bid non-responsive and reject the bid.

SEC. 2.18 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

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

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

SEC. 2.19 CONTINUING OBLIGATION OF CONTRACTOR

Notwithstanding the expiration date of a contract resulting from this…