STATE OF ALASKA

INVITATION TO BID (ITB)

RAMPART RURAL AIRPORT MAINTENANCE

ITB 2526H274

ISSUED MAY 5, 2026

THE DEPARTMENT OF TRANSPORTATION AND PUBLIC FACILITIES, DIVISION OF PROGRAM MANAGEMENT AND ADMINISTRATION, IS

SOLICITING BIDS FOR RURAL AIRPORT MAINTENANCE IN RAMPART, ALASKA.

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 of 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:

SARAH CONLON PRINTED NAME

PHONE: (907) 451-2222

EMAIL: sarah.conlon@alaska.gov DATE

STATE OF ALASKA – INVITATION TO BID ITB 2526H274

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE ITB

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS

SEC. 1.07 SITE INSPECTION

SEC. 1.08 RETURN INSTRUCTIONS

SEC. 1.09 ASSISTANCE TO BIDDERS WITH A DISABILITY

SEC. 1.10 AMENDMENTS TO BIDS

SEC. 1.11 AMENDMENTS TO THE ITB

SEC. 1.12 ITB SCHEDULE

SEC. 1.13 ALTERNATE BIDS

SEC. 1.14 SUPPORTING INFORMATION

SEC. 1.15 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 SERVICE DEFICIENCY CLAIMS

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 CONTRACT CHANGES – UNANTICIPATED AMENDMENTS

SEC. 2.17 CONTINUING OBLIGATION OF CONTRACTOR

SEC. 2.18 BILLING INSTRUCTIONS

SEC. 2.19 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 2.20 INDEMNIFICATION

SEC. 2.21 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

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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 WORKMANSHIP AND MATERIALS

SEC. 5.08 CONTRACTOR SITE INSPECTION

SEC. 5.09 ORDER DOCUMENTS

SEC. 5.10 HUMAN TRAFFICKING

SEC. 5.11 RIGHT OF REJECTION

SEC. 5.12 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 5.13 DISCLOSURE OF BID CONTENTS

SEC. 5.14 ASSIGNMENTS

SEC. 5.15 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 5.16 DEFAULT

SEC. 5.17 DISPUTES

SEC. 5.18 SEVERABILITY

SEC. 5.19 CONTRACT CANCELLATION

SEC. 5.20 GOVERNING LAW; FORUM SELECTION

SEC. 5.21 QUALIFIED BIDDERS

SEC. 5.22 FEDERALLY IMPOSED TARIFFS

SEC. 5.23 PROTEST

SECTION 6. ATTACHMENTS

SEC. 6.01 ATTACHMENTS

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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 Rural Airport Maintenance in Rampart, Alaska.

SEC. 1.02 BUDGET

The budget for this ITB is $60,000.00 per service period. Bids received exceeding this may be deemed non-responsive.

SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS

Bids must be received no later than 10:00AM Alaska Time on June 15, 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

Contractor, subcontractors, and all employees shall be capable and experienced in operation of heavy equipment and preferably have some type of aviation background. This experience can either be work experience at an airport and/or a pilot’s license. The Contractor shall submit a list of qualified personnel who will be operating equipment. All personnel will be required to pass a verbal and operational test prior to operating equipment on the airport. The Department reserves the right to require the removal of any worker from the work area whom it deems incompetent, insubordinate, or otherwise objectionable.

SEC. 1.05 REQUIRED REVIEW

Bidders shall carefully review this ITB for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material in the ITB should be made in writing and received by the procurement officer at least 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.

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SEC. 1.07 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. The site may be inspected by contacting Frances Law at 907-451-5205

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.

SEC. 1.08 RETURN INSTRUCTIONS

If you are submitting a response through IRIS Vendor Self-Service (VSS), you may ignore the following 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:

If using U.S. mail, delivery service, or courier, please use the following address:

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

Attention: Sarah Conlon Invitation to Bid (ITB) Number: 2526H274

ITB Title: Rampart Rural Airport Maintenance

2301 PEGER ROAD

BUILDING 4

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 907-451-1625 to confirm that the entire bid has been received. The State is not responsible for unreadable, corrupt, or missing attachments.

mailto:dotnrprocurement@alaska.gov

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SEC. 1.09 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.

SEC. 1.10 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. 1.11 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. 1.12 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 Time.

ACTIVITY TIME DATE

Issue Date / ITB Released 05/05/2026 Deadline for Receipt of Bids / Bid Due Date 10:00AM 06/15/2026 Bid Evaluations Complete 06/16/2026 Notice of Intent to Award 06/16/2026 Contract Issued 06/26/2026

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 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. 1.13 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.

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SEC. 1.14 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. 1.15 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.

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SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION

SEC. 2.01 SCOPE OF WORK

RURAL AIRPORT MAINTENANCE

1. OVERVIEW: The work shall consist of winter maintenance of the airport facility which includes State owned equipment, building structures, and roadways located on airport property unless otherwise designated. During this agreement and in accord with the terms of this contract, the Contractor will coordinate with and take direction from the airport manager or their designee. A weekly report of current conditions and status shall be given to the airport manager by phone or email.

2. AIRPORT MANAGER AUTHORITY AND RESPONSIBILITY: The airport manager or their designee shall address any questions which may arise regarding the quality and acceptability of work performed and shall decide on all questions regarding the interpretation of the scope of work and the fulfillment of the contract. All work and materials shall be subject to inspection by the airport manager or assigned designee.

3. WORK AREA: All State runways, taxiways, aprons, safety areas, State access roads, lighting systems, segmented circles, wind cones and State buildings at the airport. It is the Contractor’s responsibility to contact the airport manager to clarify the work area boundaries. The following items are NOT included in scope.

• Work is not required on State land which is leased by another party. The lessee is responsible for maintaining all aircraft maneuvering surfaces on the leased property.

• No work is required for the repair of radio operated electrical devices, except for fuse replacement, circuit breaker resetting, and bulb replacement.

4. SERVICE PERIOD: The airport shall be kept accessible and operational 7 days a week, from October 1 through April 30, unless emergency or routine maintenance temporarily prevents the airport from being open.

5. CONTRACTOR AND EMPLOYEE QUALIFICATION: The Contractor, Subcontractors, and all employees must be capable and competent in the operation of heavy equipment. The Contractor shall submit a list of personnel who will be operating the equipment to the airport manager. The airport manager may conduct an equipment operation test prior to award to determine competency. The State reserves the right to remove any worker from the work area whom it deems incompetent, insubordinate, or otherwise objectionable. The State reserves the option to not award a contract based on historical knowledge of the bidder’s past performance.

6. EQUIPMENT: The airport manager will provide a list of equipment to be used for the sole purpose of performing this contract within the specified work areas. Only authorized persons shall operate equipment. The State reserves the right to withhold payment for unauthorized alterations to State property or equipment to pay for repairs to restore to original condition. The State reserves the right to terminate the contract for failure to comply, or for damage beyond normal wear and tear. If using personally owned equipment, Contractor shall provide a list to the airport manager with description, year, condition, and proof of insurance.

7. NOTICE TO THE PUBLIC: The Contractor or individual representing the Contractor shall post their contact information in a readily visible location outside of the airport facility or local post office. This notice shall include the name, phone number and physical location where they may be contacted for the reporting of complaints or requests for information. This notice shall be maintained during the term of the contract.

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8. REPRESENTATIVE: The Contractor or a competent representative will always be available to the work site during the period of the contract. A representative must be empowered to act for the Contractor and must be fluent in both written and spoken English. The Contractor shall provide a phone number which the Contractor or their authorized representative can be contacted to respond to an unusual condition or accident at the airport.

If the Contractor has a representative perform daily maintenance, the Contractor must personally perform one on-site inspection every two (2) weeks from November 1 to April 30 and monthly inspections for the remainder of the year. Failure to do so may result in the termination of the contract. If the Contractor will be absent, the name and phone number of the representative must be made available to the airport manager prior to the absence.

9. DEFECTIVE WORK OR DAMAGE: Damage or defects in the work will be brought to the Contractor’s attention by written notification. The Contractor shall immediately correct the damage or defect at its own expense.

Replacement materials must be pre-approved to ensure system compatibility and conformance to specifications. If the deficiency is not corrected within the time set forth, services may be procured from another source and the costs deducted from any payments due the Contractor. If the Contractor has presented a hazardous situation that could result in injury, the airport manager may immediately correct the deficiency and deduct these costs from any payments due the Contractor.

10. DAILY INSPECTION SERVICES: The Contractor shall conduct daily inspections of the following items and keep a log of the items that need repair, cleaning, or replacement. A weekly report shall be sent to the airport manager. Defects or issues requiring State maintenance support shall be reported to the airport manager as soon as possible.

• Operation of lighting systems and/or reflective cones. If four or more lights total are inoperative and cannot be replaced and/or repaired, the Contractor will notify the airport manager to issue a NOTAM to the appropriate Automated Flight Service Station (AFSS) placing the airport lighting system out of service.

• Condition of the runway surface, parking apron, taxiway, roads, segmented circle, wind cones, threshold markers, aircraft tie downs, and drainage. Particular attention should be given to potholes, ruts, large rocks, lighting, rotating beacons and debris on or near these areas. All deficiencies shall be corrected as required.

11. TRASH REMOVAL: Once each month or as needed, collect and remove all trash and debris from the airport and roadway property (not including leased property) and dump it at the local landfill approved for disposal of garbage. Trash shall not be allowed to accumulate on State property or in State owned facilities and buildings.

Local recycling programs shall be observed and cooperated with.

12. TOOLS AND SUPPLIES: The Contractor shall provide all hand tools and related safety equipment necessary for performance of this contract, including the following supplies: hand cleaner, paper towels, trash liners and other minor supplies.

13. EQUIPMENT AND SUPPLIES STORAGE: Storage space may be used for State owned equipment, and the materials and supplies used in the performance of this contract. Items other than those owned by the State shall not be stored without written consent from the airport manager. All building spaces shall be maintained in a neat and orderly manner. Storage in the electrical equipment room is prohibited.

State owned equipment shall be kept inside of the Snow Removal Equipment Building (SREB) when not in use.

No other equipment is allowed inside the SREB without written consent from the airport manager. Before parking inside the SREB, all equipment shall be cleared of excess snow and debris.

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If the storage building is heated, the Contractor shall set the thermostat between 40 and 50 degrees to conserve fuel and keep equipment operational. If equipment is not in use for extended periods, heating shall be turned off. The State shall fill the fuel storage tanks with heating fuel at the beginning of each contract year unless otherwise specified by the airport manager. The airport manager must be notified If additional fuel is needed.

Electrical heating devices shall not be used for heating the interior of the SREB. The State will hold the Contractor responsible for any excess electrical costs related to the use of electric heating and may deduct these costs from any payments due the Contractor.

14. BUILDING MAINTENANCE: Assist and support State employees dispatched to the airport for building maintenance. The support will include but is not limited to:

• Troubleshooting problems prior to and upon arrival.

• Assist with local arrangements and equipment as necessary to perform maintenance work.

Perform minor building maintenance as necessary to ensure safe operation of the building and State property.

The minor maintenance may include but is not limited to:

• Overhead/bi-fold door and man door adjustments.

• Furnace filter replacement.

• Replace light bulbs.

• Replace door weather-stripping.

• Fuel system inspections including tank sticking and water detecting.

The State will be responsible for repair and maintenance of items beyond the Contractor's ability. If unable to perform the work, the airport manager should be notified.

15. FALL AND WINTER MAINTENANCE - AIRPORT: The following services will be performed in a way to assure a minimum amount of interference with aircraft or vehicle operations. This also applies to the following sections of this scope of work.

• Snow control efforts will begin when two (2) inches of snow or one half (1/2) inch of slush have accumulated on runway, taxiway or apron surfaces with sufficient time to allow completion before the first scheduled flight. Snow drifts and berms must not be allowed to develop on the aircraft movement areas (inside the edge lights or cones) unless the storm is so severe that reasonable efforts to remove snow are not possible and may cease until the storm subsides. If such a condition develops, the Contractor will immediately contact the airport manager.

• Runway and taxiway shall be plowed the full width and length of loose snow. Snow must be plowed to the outside of the Runway Safety Area (RSA). All berms and piles shall be tapered (leveled) off to the outside edges of the RSA. Snowbanks will be placed off the sides of the runway and not on the threshold/ends of the runway. The first half inch (½”) of snow shall NOT be removed to allow a snowpack to develop on the aircraft movement surfaces.

• Snow control on apron will begin after the runway and taxiway have been plowed.

• Snow and ice will be removed to the greatest extent reasonably possible. If ice cannot be removed or scarified enough to provide a safe surface for aircraft, the Contractor shall immediately notify the airport manager.

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• Loose snow must be removed from around the threshold markers, segmented circle, wind cones, runway lights, precision approach path indicators (PAPI), visual approach slope indicators (VASI) and reflectors using caution to avoid damaging or destroying these fixtures. Snow and frost will be cleaned from lights, signs, segmented circle panels, and threshold markers daily as necessary. Snow may need to be removed by hand in these areas if there is any possibility of mechanical damage to the items above. Snow and ice will be cleared from areas around the PAPIs and VASIs so as not to block the signal.

• Slush shall be removed from the runway unless the surface is soft enough for the equipment to cause rutting. Prior to spring break up and during periods of heavy rain the runway, taxiway, apron shoulders, and adjacent ditches will be cleared to assist in drainage.

• After snow control efforts are completed, all equipment will be returned to the SREB. For airports that are not equipped with a SREB the equipment shall be moved to an area that will not create a hazard to operating aircraft.

• Airport visual aids shall be maintained in good working order. These include wind cones and poles, segmented circles, lighting systems, obstruction lights, rotating beacons, beacon towers, PAPIs and VASIs

16. FALL AND WINTER MAINTENANCE - ROADWAYS: Snow plowing operations will begin on roads only after airport snow control efforts have been completed.

• Snow control on roads need not begin until four (4) inches of loose snow has accumulated. Once roadway snow removal has begun, snow and ice will be removed to the greatest extent reasonably possible.

• Prior to spring break up and periods of heavy rain, road shoulders will be graded and any debris removed from ditches to assist in drainage.

• If provided by the State, culvert thaw wires will be activated when surface ice appears in drainage ditches and be de-activated when spring thaw has begun. The Contractor will notify the airport manager before activating or de-activating any thaw wires.

• Roads should be passable, provide adequate traction and remain free of berms or other hazards.

17. SIGNS, LIGHTS, MARKERS, & REFLECTORS: The State is responsible for the initial placement of wind cones, threshold markers, runway lights, segmented circle, reflectors, and signs. The Contractor will be responsible for replacing any damaged, missing, or burnt-out items of this type. Light lenses must be replaced with the same color and style as the original. During the daily inspections, repair or replace any of these items and mark all items on the inspection list.

The Contractor will request from the airport manager any materials necessary to repair or replace these items.

The State will provide these materials unless the damage is due to negligence on the part of the Contractor. If these items are damaged by the Contractor’s negligence, the Contractor will replace these items at their own expense.

18. MAINTENANCE OF STATE EQUIPMENT: Maintenance of State equipment is coordinated by the State Equipment Fleet (SEF). The airport manager will provide SEF technician contact information to the Contractor.

The Contractor shall provide all hand tools for performing routine daily maintenance. The State shall furnish all necessary fuel, Diesel Exhaust Fluid (DEF), oil, other lubricants, antifreeze and associated filters for use on State supplied equipment only. The Contractor shall comply with the following requirements:

• A walkaround inspection shall be performed before and after operating equipment. A checklist provided by the airport manager will be completed for daily walkaround inspections. Any deficiencies should be reported as soon as possible to the airport manager.

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• Check coolant, hydraulic system, battery, air filter gauge, DEF and oil levels before starting equipment to be certain that all are in the recommended operating range.

• The Contractor shall be aware of equipment needing Diesel Particulate Filter Regeneration procedures, DEF, and its proper use and storage. DEF level should be checked and filled as needed before operation. This pertains primarily to equipment model years 2014 and newer but could exist on equipment as old as 2010.

Contact your SEF technician for proper regen procedures.

• The equipment will be greased a minimum of once per week when being used. Fluid reservoirs that can be checked via dipstick, sight glass, or cap removable by hand should be checked for proper levels. Do not check fluid levels of sealed components with fill/drain plugs.

• Before freezing weather begins SEF technicians will winterize equipment. Equipment must be filled with an antifreeze mixture that assures protection to at least -50°F. Contact SEF if unsure if equipment is winterized. Inspect and test cranking and charging systems and all accessory heaters.

• Any time oil or fluids are changed, used oil, oil filters and used antifreeze shall be stored in suitable leak-proof containers and labeled as “used oil” or “used antifreeze” within the equipment storage building and shall not be disposed. The State will be responsible for disposal of these materials.

• All crawler tractor (dozer) frames (swing frames) must be cleaned of all debris after each use.

• Cutting edges will be changed whenever they are worn to within one (1) inch of the moldboard.

• The fan belt and alternator belt should be tight for proper cooling and battery charging. Should the batteries become discharged, they will be stored in a way to keep them from freezing.

• Vertical exhaust pipes/stacks must be kept covered when the equipment is not in use.

• If there are any defects with State owned equipment that the Contractor is unable to repair, the airport manager must be advised immediately. For example, if the cutting edges of a blade need replacement and the Contractor is unable to perform the work, the airport manager should be notified.

• Equipment shall not be operated in temperatures colder than -30°F unless an emergency condition exists. The Contractor shall immediately notify the airport manager.

• Equipment should be started and attain proper running temperature prior to use. Once in operation, the equipment shall not be allowed to idle for more than 10 minutes in temperatures greater than 20°F and 20 minutes in temperatures less than 20°F.

19. NON-ROUTINE MAINTENANCE ON HEAVY EQUIPMENT: During non-routine maintenance such as an engine replacement, State crews with appropriate tools will be sent to the site to accomplish the work.

20. RENTED OR LEASED EQUIPMENT: If the Contractor rents or leases any equipment for the performance of this contract, the Contractor will be solely responsible for any expense or liability associated with the rental or lease agreement, unless authorized in advance by the airport manager.

21. FUEL REIMBURSEMENT: Fuel reimbursement shall only be authorized if pre-approved by the airport manager. Fuel receipts must be submitted to the airport manager and must include submitters printed name, equipment number, hour meter reading and hours worked. The airport manager will then evaluate the request and process for payment if approved. All requests for fuel reimbursement must be received by the airport manager within 30 days of the date on the fuel receipt.

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22. STORING AND ORDERING SUPPLIES: The Contractor is responsible for assuring all supplies and parts are stored, labeled and stocked in a safe and organized manner. This includes new and used fuels, oils, lubricants, and replacement parts. The Contractor shall notify the airport manager when parts and supplies are required to assure timely procurement and delivery. The Contractor will be responsible for the judicious use of State supplied materials, supplies and parts.

23. SPILLS: If a spill of any petroleum products including oils, fuels, lubricants, or solvents occurs on State property, the Contractor will assess and contain the spill and immediately notify the airport manager and the DEC Response Team at (907) 269-3063 during normal business hours and (800) 478-9300 outside normal business hours. The Contractor shall cordon off the spill site, photograph the area, and prepare a written Statement of the event as soon as practicable. The Contractor shall complete the Alaska State of Environmental Conservation Oil & Hazardous Substances Spill Notification Form located at https://dec.alaska.gov/spar/ppr/spill-information/reporting/ and forward a copy to the airport manager.

In the event the Contractor or their representative, causes a spill of fuel or other contaminates, the Contractor is responsible for the reporting, containing, and cleanup of the spill. Failure to take proper action will result in no additional cost to the State.

24. ELECTRICITY: Where State furnished electricity is not available, the Contractor will provide a power source with a minimum of 2,000 watts/120 volts to plug in and pre-heat equipment during winter months. Typical plug-in devices include transmission pad heater, oil pan heater, block (coolant) heater, and battery charger (maintainer). The Contractor shall attempt to conserve electricity. Lights will remain off outside of the standard operating times for the airport unless there is an emergency.

25. UNAUTHORIZED USE & VANDALISM OF STATE ASSETS: The Contractor will make reasonable efforts to secure and prevent the unauthorized use or vandalism to State equipment and buildings. The airport manager and local law enforcement must be informed of any such occurrence.

26. TRAINING: The Contractor, Subcontractor and employees shall attend airport training when provided by the State. When training occurs away from the airport all travel expenses will be paid by the State. The State reserves the right to withhold payment for failure to attend required training.

27. NOTAMS: Notice to Airmen (NOTAM), are advisory messages distributed to airport users by the FAA regarding airport conditions that may be hazardous. When advised by the Contractor of hazardous conditions, the airport manager will issue a NOTAM describing the condition. Note: The airport manager may require the Contractor to issue NOTAMs directly to the FAA Flight Service Station (FSS), under certain circumstances.

28. RUNWAY CONDITIONS AND CLOSURE PROCEDURES: Before beginning snow removal, the Contractor shall contact the airport manager or AFSS to issue a NOTAM. When the work is completed, the NOTAM shall be canceled by contacting the airport manager or the AFSS.

Before entering the runway, the Contractor shall make a “blind” radio transmission on the appropriate Common Traffic Advisory Frequency (CTAF) to announce intentions. For example: “Akiak traffic, State maintenance grader entering runway 3/21 for snow removal. All traffic please advise”. After completing work make a subsequent “blind” notice of departure from runway. While on the runway, announce the “blind” notice any time traffic is heard on the radio.

If at any time the Contractor determines the runway is unsafe for use by aircraft, they shall immediately contact the airport manager or AFSS by the quickest means possible to inform them of the unsafe conditions.

https://dec.alaska.gov/spar/ppr/spill-information/reporting/

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ACCIDENT AT THE AIRPORT: If there is an aircraft accident, vehicular accident, or any other accident at the airport, the Contractor shall notify the airport manager immediately. The airport manager will assist the Contractor in completing any DOT&PF furnished accident report forms.

SEC. 2.02 CONTRACT TERM

The length of the contract will be from October 1, 2026, through April 30, 2027, with the option to renew for four (4) additional One (1) year terms under the same terms and conditions as the original contract. Renewals will be exercised at the sole discretion of the State.

Period of Performance:

The period of performance for contract year one (1) is October 1, 2026, through April 30, 2027.

The period of performance for optional contract year two (2) is October 1, 2027, through April 30, 2028 The period of performance for optional contract year three (3) is October 1, 2028, through April 30, 2029 The period of performance for optional contract year four (4) is October 1, 2029, through April 30, 2030 The period of performance for optional contract year five (5) is October 1, 2030, through April 30, 2031

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 and 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

{ITB-3/v1/10.16.24} Page 15 of 34 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 SERVICE DEFICIENCY CLAIMS

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. COMPLAINT PROCEDURE All complaints regarding services 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 people involved shall be provided. The Project Manager shall review the complaint, and determine the site, 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 Manager and the Contractor shall make every attempt to resolve the SDC. The Project Manger 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 the procedure during the term of the Contract, contact the Procurement Officer, at 907-451-1625.

SEC. 2.07 CONTRACT ADMINISTRATION

The administration of this contract is the responsibility of the Project Manager 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 October 1, 2027.

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

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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 2024 reported per series ID: CUURS49GSA0, CUUSS49GSA0 (Annual year 266.208) comparing this to the annual year CPI is requested. 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 the work is to be performed, completed, and managed is Rampart Airport, Rampart Alaska.

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.

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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 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.

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.

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

SEC. 2.12 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.

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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 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 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. 2.17 CONTINUING OBLIGATION OF CONTRACTOR

Notwithstanding the expiration date of a contract resulting from this ITB, the Contractor is obligated to fulfill its responsibilities until warranty, guarantee, maintenance, and parts availability requirements have completely expired.

SEC. 2.18 BILLING INSTRUCTIONS

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. 2.19 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

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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…