ITB_2526H098_AMHS_Lubricating_Oils.pdf

STATE OF ALASKA

INVITATION TO BID (ITB)

LUBRICATING OILS FOR ALASKA MARINE HIGHWAY SYSTEM

ITB 2526H098

ISSUED AUGUST 11, 2026

THE PURPOSE OF THIS CONTRACT IS TO SECURE A DEPENDABLE VENDOR TO PROVIDE, AS NEEDED, COMMONLY USED LUBRICATING OILS AND RELATED

SUPPLIES ACROSS THE ALASKA MARINE HIGHWAY SYSTEM (AMHS) FLEET. THESE ITEMS WILL BE SUPPLIED AT CONTRACTED PRICES TO SUPPORT

CONSISTENT OPERATIONS, REGULATORY COMPLIANCE, AND COST-EFFECTIVE FLEET MAINTENANCE.

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 & PUBLIC FACILITIES

DIVISION OF Division of Program Management & Administrative Services

COMPANY SUBMITTING BID

PROCUREMENT OFFICER: AUTHORIZED SIGNATURE

KAIDEN WARD

PHONE: (907) 465-8446

KAIDEN.WARD@ALASKA.GOV

PRINTED NAME

DATE

8/11/2026

TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO BIDDERS WITH DISABILITY

SEC. 1.09 AMENDMENTS TO BIDS

SEC. 1.10 AMENDMENTS TO THE ITB

SEC. 1.11 ITB SCHEDULE

SEC. 1.12 ALTERNATE BIDS

SEC. 1.13 SUPPORTING INFORMATION

SEC. 1.14 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK

SEC. 2.02 CONTRACT TERM

SEC. 2.03 CONTRACT TYPE

SEC. 2.04 PAYMENT FOR STATE PURCHASES

SEC. 2.05 ELECTRONIC PAYMENTS

SEC. 2.06 CONTRACT ADMINISTRATION

SEC. 2.07 CONTRACT PRICE ADJUSTMENTS

SEC. 2.08 CONTRACT PERFORMANCE LOCATION

SEC. 2.09 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

SEC. 2.10 SUBCONTRACTORS

SEC. 2.11 JOINT VENTURES

SEC. 2.12 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 2.13 F.O.B. POINT

SEC. 2.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 2.15 NEW EQUIPMENT

SEC. 2.16 DISCONTINUED ITEMS

SEC. 2.17 SHIPPING DAMAGE

SEC. 2.18 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

SEC. 2.19 CONTINUING OBLIGATION OF CONTRACTOR

SEC. 2.20 BILLING INSTRUCTIONS

SEC. 2.21 ESTIMATED QUANTITIES

SEC. 2.22 WARRANTY

SEC. 2.23 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 2.24 INDEMNIFICATION

SEC. 2.25 INSURANCE

SECTION 3. BID FORMAT AND CONTENT

SEC. 3.01 BID FORMS

SEC. 3.02 PRICES

SECTION 4. EVALUATION AND CONTRACTOR SELECTION

SEC. 4.01 EVALUATION OF BIDS

SEC. 4.02 APPLICATION OF PREFERENCES

SEC. 4.03 ALASKA BIDDER PREFERENCE

SEC. 4.04 ALASKA VETERAN PREFERENCE

SEC. 4.05 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 4.06 ALASKA PRODUCT PREFERENCE

SEC. 4.07 EMPLOYMENT PROGRAM PREFERENCE

SEC. 4.08 ALASKANS WITH DISABILITIES PREFERENCE

SEC. 4.09 PREFERENCE QUALIFICATION LETTER

SEC. 4.10 EXTENSION OF PRICES

SEC. 4.11 METHOD OF AWARD

SEC. 4.12 CONTRACTOR SELECTION PROCESS

SEC. 4.13 NOTICE OF INTENT TO AWARD

SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 5.01 INFORMAL DEBRIEFING

SEC. 5.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 5.03 AUTHORITY

SEC. 5.04 COMPLIANCE

SEC. 5.05 SUITABLE MATERIALS, ETC

SEC. 5.06 SPECIFICATIONS

SEC. 5.07 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

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

The Department of Transportation & Public Facilities, Division of Alaska Marine Highway Systems (AMHS), is soliciting bids to secure a reliable lubricating oils supply vendor to provide, on an as-needed basis, commonly used lubricating oils and associated supplies required by marine engineering personnel for the maintenance and operation of vessel machinery and onboard systems throughout the Alaska Marine Highway System fleet. The contractor will furnish these items at contracted prices, supporting consistency, regulatory compliance, and cost-effective fleet operations.

SEC. 1.02 BUDGET

The Department of Transportation and Public Facilities (DOT&PF), Alaska Marine Highway System (AMHS), estimates a budget of $1,000,000 dollars for this contract. Bids priced at more than $1,000,000 will be considered non-responsive.

Payment for the contract is subject to funds already appropriated and identified.

SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS

Bids must be received no later than 2:00PM Alaska Time on Tue September 1, 2026, at which time they will be publicly opened. Late bids or amendments will be considered non-responsive and will not be opened or accepted for evaluation.

SEC. 1.04 PRIOR EXPERIENCE

No specific minimums have been set for this ITB.

SEC. 1.05 REQUIRED REVIEW

Bidders must 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. 1.06 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. 1.07 RETURN INSTRUCTIONS

Bidders must 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:

Submitting by US Mail:

Department of Transportation and Public Facilities

Division of Program Management & Administrative Services

Attn: Kaiden Ward

ITB: 2526H098

Lubricating Oils for Alaska Marine Highway System

P.O. Box 112500

Juneau, AK 99811-2500

Submitting by Courier Delivery Service

Department of Transportation and Public Facilities

Division of Program Management & Administrative Services

Attn: Kaiden Ward

ITB: 2526H098

Lubricating Oils for Alaska Marine Highway System

3132 Channel Drive, Suite 350

Juneau, AK 99801

If submitting your bid via email, the entire bid may be emailed to dotstatewideprocurement@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 15mb (megabytes). If the email containing the bid exceeds this size, the bid must be sent in multiple emails that are each less than 15 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 907-465-8447 to confirm that the entire bid has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO BIDDERS WITH DISABILITY

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

SEC. 1.09 AMENDMENTS TO BIDS

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

AAC 12.160.

SEC. 1.10 AMENDMENTS TO THE ITB

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

SEC. 1.11 ITB SCHEDULE

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

ACTIVITY TIME DATE

Issue Date / ITB Released Fri Aug 11, 2026 Deadline for Receipt of Bids / Bid Due Date 2:00PM AKST Tue Sept 1, 2026 Bid Evaluations Complete Tue Sept 1, 2026 Notice of Intent to Award Fri Sept 4, 2026 Contract Issued Mon Sep 14, 2026

This ITB does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Transportation & 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. 1.12 ALTERNATE BIDS

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

SEC. 1.13 SUPPORTING INFORMATION

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

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

SEC. 1.14 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER

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

SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK

Product Requirements:

Lubricants All lubricants supplied by the Contractor or Subcontractor(s) must be free of impurities such as water, dirt, harmful oils, fibrous materials, bacteria, or any other contaminants. If contamination causes damage, the Contractor is responsible for all resulting costs incurred by AMHS.

Product Testing Before award and/or during the contract, the State may conduct tests, using appropriate equipment and methods, to verify that the products meet the required specifications. The Contractor may participate in these tests if they request to do so in writing.

Remedy If lubricants are found to be below standard or contaminated, the Contractor is responsible for all related costs.

This includes removing contaminated lubricants from the vessel, crew labor, machinery damage, replacement parts and filters, and any additional passenger expenses. Impurities include, but are not limited to, water, dirt, fibrous materials, bacteria, and other contaminants.

Compatibility Contractor products must be compatible with the Chevron products currently in use. When mixed either in storage or while in service, they must not: separate, form sludge, precipitate, or degrade.

After award, the Contractor must promptly inform AMHS of any products that are not compatible with the Chevron items being replaced. If either AMHS or the Contractor determines that existing lubricants must be removed before introducing the Contractor’s product, the removal and flushing must be scheduled to minimize impacts on ferry operations.

If the low-bid products differ from the products currently used on a vessel, the Contractor may choose to begin service earlier than the vessel’s next scheduled oil and lube change. To do so, the Contractor must either:

• Provide written confirmation from both the current manufacturer and the Contractor’s manufacturer that the two lubricants can be safely mixed, or

• Replace all onboard oil and lubricants on a gallon-for-gallon and pound-for-pound basis at no cost to the

State. All removed oil becomes the Contractor’s property and must be disposed of by the Contractor.

Non-Standard Orders This specification covers all non-standard lubricant orders. Pricing for non-standard items will be based on the percentage mark-up from the manufacturer’s list price, identified by the Bidder on the Bid Schedule. For evaluation purposes, the Bid Schedule will also require pricing for a sample item using that multiplier. This accounts for future equipment needs.

Performance Requirements The Contractor must supply all lubricants, greases, hydraulic fluids, and gear compounds listed in the Bid Schedule necessary to support operations of the eight Alaska Marine Highway System (AMHS) vessels.

Phone or Email Orders The State may place orders by phone or email. Phone orders will be confirmed by the vessel via email, and email orders will be acknowledged with a return email. Each order will include the vessel name, delivery location, delivery time, product type, and required quantity or package size.

Advance Notice The State will make every effort to give the Contractor at least two working days’ notice before delivery is required.

Emergency Delivery If delivery is needed with less than 48 hours’ notice, the Contractor may charge an emergency delivery fee.

Bidders must list the emergency delivery cost on the Bid Schedule.

Delivery Lubricants may be required while vessels are operating or during maintenance periods. Deliveries will be scheduled based on the vessel’s needs and must not delay vessel departures. AMHS schedules are available at http://www.dot.state.ak.us/amhs/schedules.shtml, and vessel arrival times may vary due to weather.

The Contractor must be prepared to deliver to AMHS vessels at the ferry terminals and repair facilities listed in the contract.

Terminals:

• Bellingham, Washington- 355 Harris Ave, Bellingham, WA 98225

• Ketchikan, Alaska- 3501 Tongass Ave, Ketchikan, AK 99901

• Juneau, Alaska- 6858 Glacier Hwy, Juneau, AK 99811

• Skagway, Alaska- Mile 0 Klondike Hwy, Skagway, AK 99840-0263

• Kodiak, Alaska- 100 Marine way, Ste. 100, Kodiak, AK 99615

• Homer, Alaska- 4693 Homer Spit Rd, Homer, AK 99603

• Valdez, Alaska- 520 Ferry Terminal Way, Valdez, AK 99686

• Whittier, Alaska- West Camp Rd, Whittier, AK 99693

Repair Sites:

• Ketchikan (Vigor Alaska) 3810 Tongass Ave, Ketchikan, AK 99901

• Seward (Vigor Alaska) 3306 Sorrel Rd, Seward, AK 99664

• Seattle, Bellingham, Washington area shipyards

Deliveries To Non‑Listed Locations If delivery is required at a location not listed on the Bid Schedule, the unit price for the nearest listed location will apply. Any additional shipping costs will be invoiced as a separate line item. The State may determine the closest or most cost‑effective contracted location for pricing and may choose the most efficient shipping method.

Advance Notice by Contractor The Contractor must inform the freight carrier that AMHS terminals and ports require at least 24 hours’ advance notice before delivery.

Contractor Responsibilities at Delivery

1. Delivery personnel must arrive within 30 minutes of the scheduled delivery time.

https://www.bing.com/maps?mepi=0%7E%7EEmbedded%7EAddress_Link&ty=18&q=JAG%20Alaska%20Inc.,%20Seward%20Shipyard&ss=ypid.YNB717566155E06564&ppois=60.08456039428711_-149.34974670410156_JAG%20Alaska%20Inc.,%20Seward%20Shipyard_YNB717566155E06564%7E&cp=60.08456%7E-149.349747&v=2&sV=1&FORM=MPSRPL

2. The Contractor is responsible for ensuring timely delivery and must deliver all products at an adequate flow rate.

3. The Contractor must provide necessary equipment—such as lift gates, hydraulic lifts, or pumping equipment—to offload product to the vessel’s car deck or into storage tanks.

4. The Contractor may charge demurrage if delayed more than one hour. Any demurrage cost must be listed on the Bid Schedule.

5. Although most deliveries occur between 8:00 AM and 5:00 PM, Monday through Friday, approximately 20% will occur outside normal business hours. No call-out fees or overtime rates will be allowed. Bidders must factor these non-business-hour deliveries into their bid price.

6. The Contractor may deliver engine oil in bulk or by drum. Products must be delivered at a flow rate sufficient for pumping into vessel tanks.

7. Vessel engineers or other AMHS-designated personnel will sign delivery receipts and verify product quantities.

8. Bulk pricing applies to all engine oil deliveries over 500 gallons.

Inventory The Contractor must maintain adequate product inventory at each location serving vessels at that port. The Contractor is responsible for monitoring seasonal schedule changes posted on the AMHS website.

https://www.dot.state.ak.us/oars/reservations/CalendarFM.amhsf

Other Requirements:

Product Changes The Contractor must provide advance notice of any changes to the main engine oil formulation, including base oil or additive package changes.

Reporting Changes Every six months, the Contractor must provide a summary of any formulation changes to the main engine oil.

Product Documentation The Contractor must provide DOT&PF/AMHS with current catalogs, product data sheets, and price lists, including product names, name changes, discontinued items, and replacements. Materials must be supplied in both hard copy and electronic format.

Volume Reports Sixty calendar days before the end of each contract year, the Contractor must furnish the State a volume report by product type, location, and individual vessel name.

Reports All reports must be submitted electronically in MS Word, MS Excel, or Adobe PDF format.

Drums The Contractor must remove all empty drums supplied under this contract. Some drums may be emptied by vessel personnel and may be picked up from a different F.O.B. location than the original delivery point. All empty drums must be removed within seven days of State notification. The Contractor is responsible for collecting and disposing of drums in compliance with all applicable local, state, and federal regulations.

https://dot.alaska.gov/amhs/schedules.shtml

Technical Support The Contractor will provide technical assistance from a qualified lubricant engineer or technical expert to the AMHS vessel crew and DOT&PF/AMHS staff regarding lubricant performance and analytical results. This assistance must be available twenty‑four (24) hours a day, seven (7) days a week, including holidays. Upon request from AMHS, the Contractor must provide their lubricant engineer or technical expert to assist AMHS in reviewing test reports and recommending appropriate operational actions. These services must be provided at no additional cost to the state.

The bidder must identify the lubricant engineer and/or technical expert who will provide these services and submit a resume of qualifications. If this individual changes, the Contractor must provide a complete resume of the replacement to the Procurement Officer and the Senior Port Engineer.

Within five (5) days after contract implementation, the Contractor must provide contact and emergency contact information for the assigned lubricant engineer or technical expert to the Procurement Officer and the AMHS Senior Port Engineer.

Additionally, the Contractor must provide AMHS with annual on‑site (Ketchikan) technical assistance from a qualified lubricant engineer or technical expert to address questions regarding lubricant performance and analytical results.

Protection Of State Property and Spill Prevention:

The Contractor must comply with all applicable federal, state, and local regulations, codes, laws, and port authority requirements.

The Contractor may not damage or contaminate State buildings, equipment, pavement, soil, vegetation, or other property. Any damage or contamination must be repaired or replaced at no cost to the State and to the State’s satisfaction. If the Contractor fails or refuses to make required repairs, the State may do the repairs and hold the Contractor liable for all associated costs. The State may deduct such costs from payments due under this contract.

The Contractor must take all legally required measures to prevent petroleum, oil, or lubricant (POL) spills, including any release onto land or water. If the Contractor causes a POL spill—including gasoline, diesel, fuel oil, lubricants, hydraulic oil, or aviation fuel—they are responsible for containment, cleanup, and disposal. If the Contractor fails or refuses to act, the State may conduct the cleanup and require full reimbursement, including any fines assessed by federal or local agencies.

Spill Clean-Up:

The Contractor is responsible for all POL spills caused by their negligence during transit or unloading. In Alaska, Contractors must immediately report spills to the Alaska Department of Environmental Conservation (DEC) and the U.S. Coast Guard National Response Center and begin cleanup. Required reporting numbers include:

DEC Spill Response Contact: 907-269-7558

In Washington State, Contractors must immediately report spills to all of the following 24‑hour numbers and begin cleanup:

Washington State Department of Ecology, Northwest Regional Office: 206‑594‑0000 Washington Emergency Management Division: 1‑800‑258‑5990 or 1‑800‑OILS‑911

U.S. Coast Guard National Response Center: 1‑800‑424‑8802

Failure to report or clean up spills will result in the State taking corrective action and holding the Contractor liable for all costs.

Vessels:

The State reserves the right to add or remove vessels from lubricating services under this contract.

Estimated Annual Use: The following Is a list of products used. These quantities may be used as an estimate and may vary from the quantities actually purchased. The state does not guarantee any minimum purchase. Orders will be issued throughout the contract period on an as-needed basis.

PRODUCT QUANTITY (gallons)

CV DELO 477CFO 40 11,755

CV DELO 400 15W40 10,670

CHV TARO 20 DP 40 10,499

CV DLO 400 SAE40 8,297

CV DLO MAR 1000 40 6,325

CVDEL400SESAE15W40 5,810

CV RANDO HD ISO 46 1,460

CV MA-O AW ISO 220 715

CV GST OIL ISO 68 590

Vessel Sumps/Storage/Gear of Tanks Quantity Capacity in Gallons Per Tank

Aurora

Main Engine Sumps 2 142 Gallons DELO 710 LS 20W40 Main Engine Storage 1 812 Gallons DELO 710 LS 20W40 Auxiliary Engine Sumps 2 68 Gallons DELO 400 XLE SB 15W40 Auxiliary Engine Storage 1 314 Gallons DELO 400 XLE SB 15W40 Reduction Gear Sumps 2 150 Gallons MEROPA 150

Columbia

Main Engine Sumps 2 2117 Gallons TARO 20DP40 Main Engine Storage 1 5685 Gallons TARO 20DP40 Auxiliary Engine Sumps 4 160 Gallons DELO 400 15W40 Auxiliary Engine Storage 1 1723 Gallons DELO 400 15W40 Reduction Gear Sumps 2 265 Gallons DELO 710 LE 20W-40

Hubbard

Main Engine Sumps 2 265 Gallons DELO 710 LE 20W-40 Main Engine Storage 1 505 Gallons DELO 710 LE 20W-40 Auxiliary Engine Sumps 3 21 Gallons DELO 15W-40 Auxiliary Engine Storage 1 168 Gallons DELO 15W-40 Reduction Gear Sumps 1 337 Gallons MOBIL SHC629

Kennicott Main Engine Sumps 2 495

Main Engine Storage 1 5376 Auxiliary Engine Sumps 2 165 Auxiliary Engine Storage 1 681 Reduction Gear Sumps 2 125

LeConte

Main Engine Sumps 2 1400 Main Engine Storage 2 1412 Auxiliary Engine Sumps 2 68 Auxiliary Engine Storage 1 125 Reduction Gear Sumps 2 300

Lituya

Main Engine Sumps 2 60 Gallons DELO 15W40 Main Engine Storage 1 1127 Gallons DELO 15W40 Auxiliary Engine Sumps 1 18 Gallons DELO 15W40 Auxiliary Engine Storage Reduction Gear Sumps

Tazlina

Main Engine Sumps 2 265 Gallons Chevron DELO 710LS 20W-40 Main Engine Storage 1 500 Gallons Chevron DELO 710LS 20W-40 Auxiliary Engine Sumps 3 21 Gallons Chevron DELO 15W-40 Auxiliary Engine Storage 1 170 Gallons Chevron DELO 15W-40

Reduction Gear Sumps 2 Unknown Gallons in Sump MOBIL SCH 629 360 Gallons in Storage Tank

Tustumena

Main Engine Sumps 2 250 Gallons DELO 710LS 20W-40 each sump.

Main Engine Storage 1 1100 Gallons DELO 710LS 20W-40

Auxiliary Engine Sumps 2 50 Gallons of DELO 400 XLE 15W-40 Each Sump.

Auxiliary Engine Storage 1 300 Gallons DELO 400 XLE 15W-40 Reduction Gear Sumps 2 135 Gallons Of MEROPA 320 Each Sump.

SEC. 2.02 CONTRACT TERM

The contract term will begin on the date of award, approximately September 14, 2026, and will continue through August 31, 2027. The State may, at its sole discretion, renew the contract for up to four additional one-year terms under the same terms and conditions as the original contract.

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 will 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 contract.

SEC. 2.04 PAYMENT FOR STATE PURCHASES

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

currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. Late 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 to receive payment via Electronic Funds Transfer (EFT). Bidders may review information concerning the EFT process and access the Electronic Payment Agreement Form for Vendors at the following link: https://doa.alaska.gov/dof/vendor.html. Method of payment is not a factor in the State’s determination for award.

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

SEC. 2.06 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 AMHS.

SEC. 2.07 CONTRACT PRICE ADJUSTMENTS

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

Producer Price Index (PPI): Contract prices will remain firm through 8/31/2027.

The Contractor or the State may request price adjustments in writing at least thirty (30) days prior to the contract renewal date. If either party fails to request a PPI price adjustment within this period, the adjustment will become effective thirty (30) days after the written request is received.

Price adjustments will be made in accordance with the percentage change in the U.S. Department of Labor Producer Price Index (PPI), Commodity Group Fuels and Related Products and Power, Item Code WPU057604 for Lubricating and Similar Oils, issued for July of each contract term. The percentage difference between the PPI issued for August 2026 and the PPI issued for each August of the year of adjustment will determine the maximum allowable adjustment of original contract prices. No retroactive contract price adjustments will be allowed. Only final PPI data will be used to adjust contract pricing.

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

All price adjustments must be approved by both the contractor and 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 and signed by the contractor.

SEC. 2.08 CONTRACT PERFORMANCE LOCATION

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

The contractor should include in their bid price: transportation, lodging, and per diem costs sufficient to pay for the NUMBER of person(s) to make NUMBER of trip(s) to LOCATION. Travel to other locations will not be required.

By signature on their bid, the bidder certifies that all services provided under this contract by the contractor and all subcontractors must 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. 2.09 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED

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

SEC. 2.10 SUBCONTRACTORS

Subcontractors may be used to perform work under this contract. If a bidder intends to use subcontractors, the bidder must identify in the bids the names of the subcontractors and the portions of the work the subcontractors will perform.

Subcontractor experience Will NOT be considered in determining whether the bidder meets the requirements set forth in SEC. 1.04 PRIOR EXPERIENCE.

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

• complete name of the subcontractor;

• complete address of the subcontractor;

• type of work the subcontractor will be performing;

• percentage of work the subcontractor will be providing;

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

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

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

The substitution of one subcontractor for another may be made only at the discretion of the Senior Port Engineer and with prior written approval from the Procurement Officer.

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

SEC. 2.11 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 2.12 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. 2.13 F.O.B. POINT

The F.O.B. point for all items purchased under this contract is the final destination anywhere within the State of Alaska. Ownership of and title to the ordered items remains with the contractor until the items have been delivered to their final destination and are accepted by the state.

The cost of shipping and delivery within AMHS Headquarters is to be included in the bid price. There will be no additional charge for shipping and delivery within 7037 N TONGASS HWY, KETCHIKAN, AK 99901.

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

The state may instruct the contractor to make corrections or modifications if needed 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.

SEC. 2.15 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 be 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.

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SEC. 2.16 DISCONTINUED ITEMS

In the event an item is discontinued by the manufacturer during the life of the contract, another item may be substituted, provided that the procurement officer makes a written determination that it is equal to or better than the discontinued item and provided that it is sold at the same price or less than the discontinued item.

SEC. 2.17 SHIPPING DAMAGE

The state will not accept or pay for damaged goods. The contractor must file all claims against the carrier(s) for damages incurred to items in transit from the point of origin to the ultimate destination. The state will provide the contractor with written notice when damaged goods are received. The state will deduct the cost of the damaged goods from the invoice prior to payment. The contractor must file all claims against the carrier(s) for reimbursement of the loss.

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 ITB, the contractor is obligated to fulfill its responsibilities until warranty, guarantee, maintenance, and parts availability requirements have completely expired.

SEC. 2.20 BILLING INSTRUCTIONS

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

1. Invoice number,

2. Contract number, and

3. Vessel number receiving the service or product.

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

Questions concerning payment must be addressed to the ordering agency.

SEC. 2.21 ESTIMATED QUANTITIES

The estimated annual use quantities referenced in this ITB are only estimates and may vary more or less from the quantities actually purchased. The state will use the estimated annual use numbers for the evaluation and award of the ITB, but the state does not guarantee any minimum purchase. Orders will be issued throughout the contract period by various state agencies on an as-needed basis.

SEC. 2.22 WARRANTY

The contractor warrants every unit purchased against faulty materials and workmanship for a minimum period of at least 1-Year. If, during this period, faults develop with the unit or components of the unit, they will be repaired or replaced without any cost, including any transportation or freight cost, to the state. Bids, which include supplemental warranties, will be accepted, but supplemental warranties that conflict with or diminish the state's rights under this warranty clause will be considered null and void. The state is not responsible for identifying conflicting warranty conditions before issuing a contract award. After award of the contract:

1. If a conflict arises between the supplemental warranty and the warranty in this ITB, the warranty in the ITB will prevail; and

2. If the state's rights are diminished as a result of application of the supplemental warranty, the supplemental warranty will be considered null and void and the ITB warranty will prevail.

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

SEC. 2.23 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information.

“Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

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

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

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

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

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

SEC. 2.24 INDEMNIFICATION

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

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

SEC. 2.25 INSURANCE

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

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

Proof of insurance is required for the following:

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

• Commercial General Liability Insurance: covering all business premises and operations used by the contractor in the performance of services under this agreement with minimum coverage limits of $1,000,000 per occurrence / $2,000,000 aggregate. Also, with minimum Pollution Liability coverage of $1,000,000 per occurrence covering all AMHS marine terminals, shipyards, and vessel car-deck delivery locations.

• Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $1,000,000 combined single limit per occurrence.

• Endorsement: The Vendor must list the State of Alaska as an Additional Insured party.

SECTION 3. BID FORMAT AND CONTENT

SEC. 3.01 BID FORMS

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

BIDDER'S CERTIFICATION

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

B. the laws of the State of Alaska;

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

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

E. the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the state and federal government and certifies that programs, services, and activities provided to the general public on behalf of the State under a contract resulting from this solicitation comply with the Americans with Disabilities Act of 1990, 28 CFR, Part 35, Subpart B 35.130;

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

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

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

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

CONFLICT OF INTEREST

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

SEC. 3.02 PRICES

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

SECTION 4. EVALUATION AND CONTRACTOR SELECTION

SEC. 4.01 EVALUATION OF BIDS

After bid opening, the procurement officer will evaluate the bids for responsiveness and…